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Closing Employee's Work Record - Resignation

Status: Archived

Approved Date: September 14, 2020

Process

Who? Does What?
Supervisor

1. When an employee submits a 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.
1c. If resignation is given orally, prepares written acknowledgement for employee.

2. Advises employee NDE HR will be sending a Separation Letter with important information including notification their final paycheck will be direct deposited.

3. Scans/Emails resignation letter or written acknowledgement to VR Assistant Director (Victoria Rasmussen), victoria.rasmussen@nebraska.gov,  and NDEHR, nde.hr@nebraska.gov (amy.spellman@nebraska.gov, michelle.tiedtke@nebraska.gov, jasmine.lionberger@nebraska.gov).
Assistant Director (Victoria Rasmussen)

4. Notifies All VR staff, vr.allstaff@nebraska.gov, and ATP (Tobias Orr), tobias.orr@nebraska.gov.

5. Enters End Date in QE2 Hierarchy.
VR Data Center (Laura Stueck, Chad Miles, Tibor Moldovan)

6. Contacts Supervisors to determine who is to have access to former employee's:
• data
• calendar
• Email
NDE HR (Amy Spellman)

7. Offers NDE Exit Interview

8. Sends employee and Supervisor information regarding final timecard.
Supervisor

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

•  iPhone/iPad, laptop, building access card, telephone card, cell phone, keys, equipment, training materials, driver’s ID card, parking permit, credit card, etc., and any other equipment or property employee has at home.

10. Resets iPhone/iPad with instructions (do this on both devices) below:

• Makes sure that “Find my iPad” is disabled in your iCloud settings on your iPad (Settings>iCloud>Find my iPad -> OFF)” before you log out of iCloud.

• Signs 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).
• Clears the device: Settings>General>Reset (on the very bottom)>Erase all content and settings.

11. Keeps iPhone for a new employee.

12. Sends iPad to the VR Datacenter for application re-installation.

13. Obtains voicemail password for phone.

14. Forwards phone to a team member until position is filled or phone number is canceled.

15. Has staff member complete Kronos timecard to level 1.

16. Approves the timecard to a level 2.

17. Queries QE2 for a flowsheet to determine if the employee is a Team Contact or Team Service Provider.

18. Removes employee as Team Contact or Team Service Provider by employee's last work day.

19. Contacts Victoria Rasmussen when completed.

20. Within 30 days of resignation, shreds any local office unofficial personnel file that may have been maintained.

NOTE: All office equipment, furnishings, etc., need to remain in the office until a new staff member is hired or ATP is requesting a piece of equipment from this office for another VR staff person. Should an existing staff member request office equipment/furnishings from the vacant office, they should request an ergonomic assessment rather than take items from the vacant office.
VR Data Center (Laura Stueck, Chad Miles, Tibor Moldovan)
 

21. On last working day:

21a. Closes Data Accounts.
21b. Disables access to QE2/Email/Teams.
21c. Records Date Active Directory Account was disabled on Google Doc.
Victoria Rasmussen 22. Enters Deactivation Date in QE2 hierarchy after the employee is no longer a Team Contact or Service Provider.
VR Data Center (Laura Stueck, Chad Mles, Tibor Moldovan)

23. At appropriate time:

23a. Archives Home Directory.
23b. Deletes Outlook account.
23c. Archives Email and deletes account.

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