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Closing Employee's Work Record - Termination

Status: Archived

Approved Date: June 02, 2021

Process

Who? Does What?
NDE Legal Counsel (Scott Summers) 1. When a decision is reached to terminate an employee:
1a. Prepares termination letter for VR Director’s signature.
1b. Prepares termination letter for HR signature.
1c. (May) Notifies the appropriate Data Center staff person.
1d. Prepares “To Do” list for supervisor.
2. Notifies Assistant Director Victoria Rasmussen of termination.
3. Notifies HR and Accounting, if necessary.
3a. If NSOB employee, notifies NDE Associate (Denise Thege).
4. Sends signed termination letter and HR letter to Supervisor.
Supervisor

5. Gives both termination letters to employee.
6. 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., from employee.
6a. 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

6b. iPhone can be kept for a new employee, iPad is to be sent to VR Datacenter for app re-installation

7. Obtains phone voicemail password and forwards phone to a team member until such time as the position is filled or the phone number is canceled.
8. Has staff member complete a hard copy of the leave report or complete leave report in QE2.
9. Approves the leave report.
10. Notifies Administrative Associate (Cinda Wacker) that:
10a. Leave report is available for final payment in QE2. or
10b. Hard copy of the leave report is being faxed for entry into QE2, or
10c. An e-mail has been sent with the leave to be entered in QE2.
11. Arranges for employee to remove personal belongings from office.
12. Notifies local office staff regarding departure.

13. Notifies Tibor Moldovan of departure
14. Reassigns workload of departing staff member.

15. Note: 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 Assistant Director Victoria Rasmussen 13. Receives and files copy of termination letter.
14. Notifies all VR Staff
15. Enters End Date in the QE2 Hierarchy.
VR Data Center (Tibor Moldovan, Laura Stueck) 16. Contacts Supervisor to determine who is to have access to former employee’s:
data
calendar
e-mail
Administrative Associate (Cinda Wacker) 16. Enters work hours and/or leave hours in QE2 if hard copy of leave report was faxed or an e-mail was sent.
17. Notifies Supervisor to approve leave report in QE2.
Supervisor 18a. Approves leave report in QE2.
18b. Within 30 days of termination, shreds any local office unofficial personnel file that may have been maintained.
Administrative Associate (Cinda Wacker) 19. Notifies NDE HR  and NDE Accounting staff (Paul Haas and/or NDE Payroll)
20. Enters Deactivation Date in the QE2 Hiercarchy.
VR Data Center (Tibor Moldovan, Laura Stueck) 21. At the end of employee's last day, Data Center staff close the following Data Accounts:
21a. Disables access to QE2.
21b. Forwards E-mail to supervisor, changes password, removes employee from e-mail groups.
21c. Deletes RDC.
21d. Changes Outlook password.
21e. Disables access to Open Directory.
 

 

Supervisor

 

22. If terminated employee is a team contact or team service provider, prints a copy of the flowsheet and re-assigns team contact and team service provider to another current team member. 
Program Specialist  24. Removes former employee from the team list in QE2 after all open cases have been resolved or transferred.
VR Data Center (Tibor Moldovan, Laura Stueck) 25. At the appropriate time,
25a. Archives Home Directory.
25b. Deletes Outlook account.
25c. Archives E-mail and deletes account.

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