The following checklist is to assist departments with State and/or Research Foundation employees separating service due to resignation.

Item Action
  • Letter of Resignation

All resignations should be in writing addressed to the employee's immediate supervisor. Resignation letters should include effective separation dates consistent with prescribed notice periods as provided under applicable collective bargaining agreements. In in the absence of such provision in the union bargaining agreement and absent extenuating circumstances, it is customary to provide at least two (2) weeks' notice. Departments are encouraged to process the resignation promptly to ensure that the necessary actions to separate and de-board the employee commences without delay .

Research Foundation Employees may sign the bottom of the Employee Change Form (RF).

Sample Resignation Letter

  • Employee Change Form (RF)
  • PeopleSoft Form (State)

Employee Change Form (Research)

PeopleSoft Form (State)

Departments need to complete the appropriate Change Form for the separating employee.

  • Demographics Form

Employee Demographic Data Form

The department should ensure that the University has an up-to-date address of record for each separating employee. W-2 tax information is sent to the last address of record. Incorrect information may result in a former employee not receiving this important tax documents.

  • Voicemail

Change passwords and voice mail announcement(s). Phones may be forwarded to ensure no service interruptions.

  • Email Delegation

Delegate email access: It is important that the Department Head request of the departing employee authorization to access the employee's email file to a delegate identified by the Department head. *In most cases, the Delegate will be the employee's immediate supervisor.

The delegate will have access to email (and contacts) and will be able to read, reply to, organize, and delete messages in the account (departing employee's email file) in support of operational continuity. Click here for Instructions for delegating google contacts and email to someone else

If the employee has separated prior to delegating email access, the following process applies:

  • A ticket in Cherwell ( should be created requesting access to a previous employee's email including attached written approval from the Department Head.
  • The request must be specific as to what emails are needed in terms of e.g. subject or time frame.
  • Once the ticket is received with written approval from the Department Head, Customer Engagement and Support will contact HRS and University Counsel for advance approvals before any actions can be taken.
  • The above ticket should also include the request to have a time specific out of office message and/or forwarding to the designated individual.

Customer Engagement & Support strongly encourages the use of Shared Mailboxes and Google Team Drives to ensure continued access to all appropriate documents that are shared amongst teams.

Please contact HRS and/or Counsel's Office regarding any questions that you may have concerning access to a departing employee's email/electronic files.

  • ID Card/Badge
  • Keys & access cards
  • Parking passes
  • Procurement Card
  • Uniforms & lab coats
  • PC's/Laptop computers, printers
  • Software
  • Access to electronic services/databases
  • Office procedure manuals
  • PDA's (Palm Pilots, etc.)
  • Cell phones, beepers
  • Videos, DVD's, CD's
  • Hand tools
  • Supplies
  • Any and all University property

Departments are responsible for the collection of University/RF property and/or equipment that were assigned to the employee. Examples included, but are not specifically limited to those items listed to the left.

  • Exit Interview with HRS

Human Resource Services will send each employee that resigns a link to the Exit Interview Database upon receipt of their change form. Please contact Recruiting in the event the separating employee would prefer to schedule an Exit Interview in person.

  • Library books, fines
  • Parking fines
  • Corporate Card balances
  • Environmental Health & Safety clearance
  • Employee benefits information

Departments should encourage separating employees to check with other University departments to ensure that they do not have any other outstanding issues.

  • Time sheets

Employee must submit all outstanding time sheets to the immediate supervisor for final review, signature, and submission to HRS. Final payments cannot be processed unless HRS receives the final timesheet. Supervisors should be mindful of all payroll deadlines.