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 last day
  • Get keys
  • Recollect infrastructure equipment/other FG property they might have (laptop, credit card)
  • Determine status: for example, quit/laid off/fired
    document decision and supporting evidence in their personnel file
    if applicable, request a letter of resignation including last day of work, last day on payroll, reason for leaving
  • Have them fill out and sign the health insurance "State Continuation Letter" (located at howto/deadtrees. 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.

• Exit interview or Later communication with the individual
  • Get them their last paycheck & discuss vacation reimbursement
    if there's 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?

• First possible opportunity (or HR meeting, if not pressing)
  • Notify Paychex
  • Review whether we need to change locks/passwords
  • Remove from restricted email lists and server groups
  • Announce it to the community
  • Remove from contact list in fgstaff 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