Staff Exit Procedure

Because situations will vary, some of these steps will be more critical or time-sensitive in different cases. Documentation, however, is a must. These steps are specifically applicable to staff collective members, though most of them will be useful for interns/associate staff.

On or prior to last day

• Get keys and update Keyholders page.
• Recollect infrastructure equipment/other FG property they might have (laptop, credit card)
• Determine status: for example, resigned / laid off / fired
  • Document decision and supporting evidence in their personnel file.
  • If they resigned (left of their own accord) request a letter of resignation including last day of work, last day on payroll, reason for leaving
    • (This documents that Free Geek did not terminate them, and helps keep our unemployment payments low.)
• For collective members with health care insurance, have them fill out and sign the health insurance State Continuation Letter. This form gives them the option of continuing (and paying for) their health insurance for another 6 months. It's also required by the state. If the employee decides to pay for health insurance themselves, follow these instructions. This needs to be replaced with text relevant to COBRA.

Exit interview or later communication with the individual

• Get them their last paycheck and including vacation pay. If there are vacation backpay or other payment issues, be sure this is clear and documented in the personnel file
• If applicable, figure out logistics of transition to new hire: can they do training?
• Ask if they are interested in substituting. This is not necessary if they are being fired, or moving away from the area, or if there are other issues raised (at the discretion of the HR committee).

First possible opportunity (or HR meeting, if not pressing)

• Notify Paychex
• Review whether we need to change locks/passwords
• Edit their database record, removing sign-in rights and cashier rights (unless they're okayed to continue volunteering in those roles)
• Remove from restricted email lists and server groups
  • HR email list
  • Staff email list
  • other committee email lists as determined by those committees
  • RT: remove from FGStaff group, perhaps adding to FGCore group
  • fgstaff group on application server
  • beancounters group on application server (probably)
• Announce it to the community
• Remove from the contact list and staff page on website.

Ongoing

• Calls about former employees should go to members of the HR committee.
• Information about unemployment should go to HR as well.