ANR Program Unit -- Employee Separation Check List
Employee Name:
Employee University ID#:
Employee University email address:
Employee forwarding address (email & mail):
Supervisor Name:
Department:
Separation Date:
Employee
ISU
Complete Notice of Resignation form on the Human Resources Forms Page, submit to supervisor.
ISU
If retiring, complete Application for Payment of Unused Sick Leave. Submit to supervisor.
ISU
Check In/Return university property.
ISU
Pay any outstanding university bill.
ISU
Turn in Parking Permit to Department of Public Safety, Parking Division, 27 Armory Building.
ISU
Contact the Benefits Office for questions on insurance and retirement plan 515-294-4800, if applicable.
ISU
Update home address through AccessPlus for future university correspondence.
ISU
Complete final leave report.
ISU
Submit final travel and non-travel reimbursements (by end of last day of employment if possible).
Prog.
Inform exiting employee about ISU email address policy. Obtain new work or home email address if
needed to forward information after departure date.
Prog.
Change password and greeting on ISU phone. Give password to supervisor.
Prog.
Leave with appropriate staff any key contact information for committees/boards serving on.
Prog.
Update county website, phone messages, offices, updates to clients as appropriate.
Prog.
Meet with supervisor.
Human Resources
ISU
Obtain Notice of Resignation form from employee. Submit form to ISUEO HR.
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ANR Program Unit -- Employee Separation Check List
ISU
Collect Application for Payment of Unused Sick Leave form from employee (if retirement) and process.
Submit to ISUEO HR.
ISU
Initiate the EPA with reason for separation and vacation payout, as appropriate.
ISU
Submit final leave.
ISUEO
Prog.
Prog.
Notify ISUEO HR of direct reports of the employee for a supervisor change in record.
Update personnel spreadsheet, staff listings on various website pages (ANR team, staff profile, Area Ag
Team, ensure update of County webpage listing of staff).
Review with the employee the status of sponsored funded financial reports. Notify funders as
necessary regarding change in key personnel.
Information Technology
ISU
ISU
ISU
Collect all university computers, computer equipment, accessories, totes, etc. Ensure inventory is
accurate.
Provide departmental email to be included in the email response to correspondents for up to 6 months
after an employee’s separation date. Respond to email from ITS prior to employee’s term date or
contact the Solution Center for assistance if the term date has passed.
Complete the Administrative Systems Request to remove services, such as ADIN, MS Query (RACF).
ISUEO
With Employee, determine any computer files and/or accesses to be transferred to someone else,
archived, or deleted. If off campus, determine where files should be delivered, when, where to store,
etc. Check if there are any other distinct websites for which the employee is responsible for. If unsure,
work with EIT for assistance. List of places to check for computer files:
 Shared (Y:) drive
 Network private drive (U: drive)
 Local computer (desktop, c:\temp, etc.)
 Field: Backup external HD
 CyPoint
 iastate.box.com
 Sponsored net-ID’s
 Electronic mailing lists
 Other (this may include Qualtrics surveys, Adobe Cloud services, other Cloud services, etc.)
ISUEO
Determine if a business email is to be included in the email response to correspondents for up to 6
months after the separation date through notification email from ITS about suspension of Net-ID.
Office
ISU
ISU
ISU
Collect P-card and destroy and contact Lesley Lackore (llackore@iastate.edu) to cancel the card.
If employee has a University American Express Card, contact Cheryl Ervin to cancel the card.
Collect office keys (ISU and external offices) and keycard. Return keys to Facilities Planning and
Management, as appropriate. Deactivate the building access card. Identify location of keys for office
desk, filing cabinets, etc.
Collect cell phone and accessories. Forward phone calls to supervisor for a period of time (to be
determined with supervisor) then cancel cell phone plan.
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ANR Program Unit -- Employee Separation Check List
Prog.
Update organizational charts, pandemic phone tree, mailing lists, webpages, etc.
Prog.
Discuss any outstanding credits for travel cancellation (through Travel & Transport for flight
cancellations – obtain ticket #s) OR registration for conferences to be held after separation date.
Submit info to Office Coordinator.
Prog.
Discuss location of any ANR equipment previously managed by employee (i.e. infrared camera etc.)
Prog.
Ensure that physical office space is completely cleaned out.
Prog.
Collect remaining business cards and destroy.
Supervisor
Account for and verify return of ISU property:
____ Laptop/Computer/Accessories
____ Cell Phone and Accessories
____ Lab Equipment
____ Safety Equipment
____ Tools
ISU
____ Library property
____ Keys
____ P-card
____ Other #1
____ Other #2
____ Other #3
ISU
Remind employee that they need to be in work status on their final day, e.g. not on leave. This is in
accordance with the ISU policy - http://policy.iastate.edu/policy/resignation/
ISUEO
Change contact in ISUEO program catalog.
Prog.
Review effort to be noted on EASE reports.
Prog.
Identify committees/boards/professional organizations employee is serving on.
Prog.
Determine transition of programming provided by employee to other staff.
Prog.
Perform exit interview.
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