Offboarding an employee consists of all the decisions and processes that take place when an employee leaves MICA. This toolkit will help reduce the chance that misunderstandings will persist after the employee moves on.
Each employee’s offboarding will be unique to their position and department. Some tasks in this toolkit may not apply or may be modified to better suit your operational needs.
Have the employee submit their resignation and attach their resignation letter in Workday. Approve the Resignation task in your Workday inbox: Termination date - proposed last working day Close position - select "no" Is this position available for overlap? - if you intend to hire a replacement before the separation of the current employee, select Yes; otherwise, select No. Share the Offboarding Employee Checklist with the employee (Appendix V). Update Job description: Review the most recent job description for this position in Workday for accuracy. If you need to make changes, submit an updated job description using the standard template via email to your HR rep. The HR office will review the proposed changes and complete a compensation grade analysis. Create a job requisition in Workday if there are no changes to the job description on file or if your proposed changes have been approved by Human Resources. Your request will be routed through HR and Finance for approval before the job posting goes live on MICA's website. The Recruiting Guidelines job aid is available on the Workday Tool Kit webpage. Email your HR rep with external job posting sites. The Recruiting Guidelines job aid is available on the Workday Tool Kit webpage. Communicate - share the resignation information with the team, leadership, committees, and other key stakeholders. Have the departing employee complete the Knowledge Transfer Form and Project Status Update spreadsheet (Appendix IV) to ensure that you have a list of outstanding tasks, existing job responsibilities, and knowledge that will need to be transferred to a colleague or documented for their successor. Review completed documents and take action regarding task reassignment and/or temporary delegation to an interim person. Ensure ownership for all shared documents, spreadsheets, forms, etc., is transferred for collaborative platforms like Google Docs. Ensure College business files and collaborative docs are moved from personal to shared location. Have the employee update their home address so that future mailings (W-2s, etc.) are sent to the correct address. (Search for ‘change my home contact information’ in Workday) Have the employee submit the Exit Interview Form to Human Resources. The exit interview is an opportunity for HR to gain feedback from the employee about their position, department, the College, and our policies and culture. HR collects the data and shares anonymous information with specific departments. Facilitate job shadowing and redistribute projects and responsibilities, as needed. Consider Delegations in Workday to route approvals to the correct contact. Consider whether any reminders about confidentiality, proprietary information, intellectual property and public disclosures apply. Have the departing employee set an out-of-office message on their MICA email account. The message should include their last day, the name and the email of someone else in the department. For example, My last day at MICA will be {Date}. Please forward all inquiries to {Email}. If the employee has a MICA credit card, ensure that all outstanding procurement transactions are verified in Workday. Ensure that all MICA property is returned to you, including but not limited to, a laptop computer, tablet, desktop, credit card, keys, cell phone, and ID badge before the employee’s last day. Be prepared to connect the employee with the department HR regarding benefits coverage, leave payouts, and, if applicable, retirement information Notify internal colleagues of the employee's departure and new point of contact. If the employee has direct reports, they should be notified of the new supervisor. Notify external entities that interface with the employee of their departure, and provide a new point of contact. Arrange for replacements on boards and committees. Arrange a team farewell celebration, if applicable
Have the employee complete all Workday Inbox tasks, including expense reports and credit card transaction verifications. Communicate with key contacts (internal and external) regarding updating department contact lists/directories (website, bulletin boards, etc.). Withdraw access to and cancel subscriptions to external organisations and websites. Update team contact list, bulletin boards, and organizational chart. Ensure employee: Cleaned work area and removed personal belongings. Submitted remaining time and/or absences. Returned all University property (i.e. laptop, keys, uniform, vehicles, cell phone, tools, credit card, etc.). Return the laptop and other electronics to the Technology department, and the keys to Facilities Management. Set an appropriate outgoing voicemail message. Set an appropriate outgoing email automatic reply.
Approve all outstanding time and/or absence requests.
Discuss all involuntary separations with the Office of Human Resources first. HR will immediately cancel access to College data and systems, including MICA email, shared drive, ID badge, etc.
Partner with HR to communicate the appropriate process for the removal of the employee’s contents from the office or workspace, and securing computer networks and files.
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Employee Name: |
Position Title |
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Supervisor: |
Last Day Worked: |
Your knowledge and experience is of immense value to us as we make decisions regarding the direction and needs of the department. To ensure an orderly transition of responsibilities for which you have been mainly accountable, please submit a completed copy of this form to your direct supervisor before your last day.
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Contact Name |
Organization |
Contact Information |
List all files/records related to current or past projects that should be retained over a defined period? Identify the location of each, and include the retention period.
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File Name |
Location |
Retention Period |
Project |
List important historical/reference documents and locations.
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Reference Document Name |
Location |
List log-in credentials for all websites that you supervisor or team may need.
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Organization |
Webpage |
Username |
Password |
Provide any other information not requested on this form that you feel would be helpful for your supervisor or team to know.
Project Status Update
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Employee Name: |
Position Title |
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Supervisor: |
Last Day Worked: |
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Project Name |
Contact Information |
Status of Project |
Timeline for Delivery |
Special concerns (budget, safety, etc.) |
Location of working files |
Comments |
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Workday tasks - Please log into Workday to complete:
Resignation: Submit your resignation and attach your resignation letter Mailing address: Update your home address so that future mailings (W-2s, etc.) are sent to the correct address. In Workday, search for ‘change my home contact information’. Inbox tasks: Complete all inbox tasks in Workday, including expense reports and credit card transaction verifications. Also submit outstanding time and/or absence requests.
Exit Interview: Complete the Exit Interview form and submit to Human Resources. The exit interview is an opportunity for HR to gain feedback from you about your position, department, the College, and our policies and culture. We collect the data and share anonymous information with specific departments. Out-of-Office message: Set an out-of-office message on your MICA email account and voicemail greeting. The message should include your last day, the name and the email of someone else in the department. An example is below: My last day at MICA will be {Date}. Please forward all inquiries to {Email}. Complete the Knowledge Transfer Form and Project Status Update spreadsheet (Appendix IV) to ensure that your supervisor has a list of outstanding tasks, existing job responsibilities, and knowledge that will need to be transferred to a colleague or documented for your successor. Transfer ownership for all shared documents, spreadsheets, forms, etc. for collaborative platforms like Google Docs. Check any recurring Google Calendar events or Zoom meetings, and ensure that you designate an organiser who can modify/host the event. Move College business files and collaborative docs from personal to shared locations. Ensure that professional organisations and journals to which you subscribe have your new address information. College Property and Personal Belongings: All MICA property must be turned in to your direct supervisor, including but not limited to a laptop, computer, tablet, desktop, credit card, keys, cell phone, and ID badge before your last day. Similarly, please make arrangements with your supervisor to collect all of your personal belongings before your last day of employment. Remove all personal or nonessential software from your work computer, provide all passwords for office computers to your supervisor, remove any MICA-licensed software from your personal computers, and identify the location of all computerised information for your supervisor. Benefit continuation: Review the ‘Human Resources Guide for Exiting Employees’ document, which provides a summary of the various benefits and the options available to you. Medical, dental, and vision insurance end at the end of the month in which you separate from MICA. If your last day coincides with the end of the calendar month, these benefits will end on that day. COBRA: Under the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA), you may be eligible for up to eighteen (18) months of continued health coverage. If eligible and elected, coverage is effective the first of the month following your separation from MICA. The attached COBRA Rates document outlines the approximate costs per month. The Hartford, MICA’s COBRA administrator will provide additional information to you directly about eligibility, coverage, and premium information. Group Life Insurance Plan through MICA will terminate on your last day. If you are interested in converting this insurance plan to your policy, please complete the attached Application for Conversion of Group Term Life Insurance form and contact me to initiate this process. Short-term and long-term disability terminate on your last day. Health Advocate/EAP ends 31 days from your separation from MICA. Ensure that you clean your work area and remove personal belongings.
