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Closing Employee's Work Record - Resignation

Status: Archived

Approved Date: November 28, 2022

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 Director of VR and Assistant Director, and NDEHR at nde.hr@nebraska.gov

4. Emails VR staff, vr.allstaff@nebraska.gov, and ATP (Tobias Orr), tobias.orr@nebraska.gov, name of employee, team, position, and effective date of resignation.
VR Data Center (Laura Stueck, Chad Miles, Tibor Moldovan)

5. Enters End Date in QE2 Hierarchy.

6. Sends email to resigning employee:

  • asking date for last working day (will forward email to supervisor as of last working day)
  • asking if going to another state agency (won't be able to forward email if they are) 

Three (3) days before the last working day:

7. Sends the "Before You Leave" email to the resigning employee which:

  • Instructs resigning employee what to do with their equipment at the office and at home  
NDE HR (Amy Spellman)

8. Offers NDE Exit Interview.

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

If the resignation is a retirement:

10. Asks the retiring staff member if they would like the following from NDE:

  • gift
  • reception

If "yes":

11. Completes the NDE form, NDE Retirement Reception Order Sheet, https://insidende.education.ne.gov/resource/communications/nde-retirement-reception-order-sheet.

12. Emails the NDE Retirement Reception Order Sheet to jeannie.chastain@nebraska.gov.

13. Coordinates gift and reception plans with NDE staff member, jeannie.chastain@nebraska.gov.

If retirement or resignation:

14. Follows VR IT's instructions for equipment: 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.

15. Keeps iPhone for a new employee.

16. Contacts IT to determine who is to have access to resigning employee's:

  • data
  • calendar
  • Email

17. Keeps laptop/iPad and IT staff will pick up the next time they are at the office.

18. Obtains voicemail password for phone.

19. Forwards phone to a team member until position is:

  • filled
    or
  • phone number is canceled

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

21. Approves the timecard to a level 2.

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

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

24. Contacts VR Data Center, vr.helpdesk@nebraska.gov, when completed.

25. 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)
At the end of the staff member's last working day:
26. Changes password on Active Directory (AD) account and deletes name in VR email groups
 
If going to another state agency:
27. Forwards unread email, if necessary, to supervisor
28. Records date AD account was disabled on Google Doc
29. Deletes AD account
30. Go to #31 below
 
If not going to another state agency:
27. Sets up forward rule and automatic reply rule
28. Forwards unread email, if necessary, to supervisor
29. Disables AD account
30. Records date AD account was disabled on Google Doc
31. Disables Adobe Sign account
32. Changes WASP inventory from "current owner" to "previous owner" for equipment assigned to staff member
 
When the supervisor notifies the Data Center the resigning employee is no longer a Team Contact or Team Service Provider:
33. Enters Deactivation Date in QE2 Hierarchy

2 months after resignation (or when supervisor no longer needs email forwarded):
34. Deletes AD account

If resigning employee is a State Office employee:

35. Emails supervisor to see if the AD account can be deleted

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