Offboarding Checklist

When a student employee leaves the team, either voluntarily or involuntarily, there are a few important things to take care of. This checklist helps to keep track of those tasks and ensure that the transition goes as smoothly as possible for everyone involved. 

For help with the process, please contact your HR Partner!

Voluntary Separation

  • Collect a letter of resignation from the employee 
  • Confirm employee’s last working day 
  • Inform your team of the employees’ departure 
  • Identify projects and responsibilities that need reassignment 
  • Return keys, laptop, or any other DU property (if applicable) 
  • Remove access (where applicable) 
    • Teams channels
    • Shared email inbox 
    • Systems/applications 
    • Shared drives/file 
    • Badge access to building/door 
  • Verify their timecard is up to date and accurate 
  • Conduct exit interview (not required, but strongly recommended) 
  • Work with your unit’s business officer to process the separation in Banner 
  • Post the open position in PCO 

Involuntary Separation

Important: do not begin a process of involuntary separation without first contacting your HR Partner! They will be able to guide you on relevant polices and laws.

  • Receive approval from your HR Partner 
  • Once approved, HR Partner will help draft a termination letter 
  • HR Partner will request approval from General Counsel 
  • Upon approval from General Counsel, schedule an in-person meeting to notify the employee 
  • Plan for your HR Partner to be in attendance, but be sure to send them a separate invitation 
  • In preparation for the meeting: 
    • Print and sign the termination letter 
    • Prepare talking points (this can be done with the assistance of your HR Partner) 
  • HR Partner will arrange for a final paycheck to be curated from Payroll 
  • After the termination meeting has been conducted: 
    • Inform your team of the employees’ departure 
    • Identify projects and responsibilities that need reassignment 
    • Return keys, laptop, or any other DU property (if applicable) 
    • Remove access (where applicable, as noted above) 
    • Work with your unit’s business officer to process the separation in Banner 
    • Post the open position in PCO