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Closing Employee's Work Record - Resignation

Status: Archived

Approved Date: February 14, 2019

Process

Who? Does What?
Supervisor

1. When an employee submits resignation, completes the following actions:

  • 1a. If notified by hard copy, accepts, signs and dates.
  • 1b. If notified by email, replies and acknowledges receipt of resignation letter.
  • 1.c If resignation is given orally, prepares written acknowledgement for employee.
  • 1d. Advise employee that NDE HR will be sending a Separation Letter with important information including notification that their final paycheck will be direct deposited.
  • 1e. Scan resignation letter or written acknowledgement and emails to VR Assistant Director (Victoria Rasmussen). If notified by email, forwards acknowledgement email to VR Assistant Director (Victoria Rasmussen)
Assistant Director (Victoria Rasmussen)

2. Forwards email to NDE HR.
3. Notifies All VR staff and ATP (Tobias Orr) 
4. Enters End Date in the QE2 Hierarchy.
VR Data Center (Tibor Moldovan, Laura Stueck)

5. Contacts Supervisor to determine who is to have access to former employee’s:

•data
•calendar
•e-mail
NDE HR (Amy Spellman) 6. Offers NDE Exit Interview
Supervisor

7. On or prior to last working day, obtains (as appropriate):

  • 7a. iPhone/iPad, laptop, building access card, telephone card, cell phone, keys, equipment, training materials, driver’s ID card, parking permit, credit card, etc. from employee,
  • 7b. iPhone/iPad reset instructions (do this on both devices):

- Sign out of iCloud: Settings>iCloud>Sign out or Settings>Firstname Lastname (top of settings)>Sign out
(If employee does not remember their AppleID password, VR Datacenter can assist with resetting it.)
- Clear the device: Settings>General>Reset (on the very bottom)>Erase all content and settings

  • 7c. iPhone can be kept for a new employee, iPad is to be sent to VR Datacenter for app re-installation
  • 7d. Voicemail Password for phone and forwards phone to a team member until position is filled or phone number is canceled,
  • 7e. Has staff member complete the leave report in QE2,
  • 7f. Approves the leave report, and
  • 7g. Notifies Administrative Associate (Cinda Wacker) the leave report is available for printing in QE2.
  • 7h. Queries QE2 for a flowsheet to determine if employee is a Team Contact or Team Service Provider and removes employee as Team Contact or Team Service Provider by employee's last work day.
  • 7i. Within 30 days of resignation, shreds any local office unofficial personnel file that may have been maintained.
VR Data Center (Tibor Moldovan, Laura Stueck)

8. On last working day, closes Data Accounts:

  • 8a. Disables access to QE2/EMail/Chat.
  • 8b.Forwards E-mail to supervisor, changes password, and removes employee from e-mail groups.
Administrative Associate (Cinda Wacker)

9. Notifies Paul Haas, paul.haas@nebraska.gov, NDE Central Accounting, nde.centralaccounting@nebraska.gov, VR HR, victoria.rasmussen@nebraska.gov the timesheet is ready for final payment.
10. Enters Deactivation Date in QE2 Hierarchy
11. Removes name from QE2 leave spreadsheet.
   
VR Data Center (Tibor Moldovan, Laura Stueck)

12. At appropriate time,

  • 12a. Archives Home Directory.
  • 12b. Deletes Outlook account.
  • 12c. Archives E-mail and deletes account.

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