ISUEO Organizational Development - 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.
Provide personal email to be included in the email response to correspondents for up to 6 months
after your separation date.
Prog.
Change password and greeting on ISU phone. Give password to supervisor.
Prog.
Identify current/in progress activities and all outstanding issues (invoices, proposals, reports due, etc.)
Also identify any work related organizations you are serving on or working with.
Prog.
Meet with supervisor for exit interview.
Page 1 of 3
Version 1.0
August 26, 2013
Website URL:
ISUEO Organizational Development - Employee Separation Check List
Human Resources
ISU
Obtain Notice of Resignation form from employee. Submit form to ISUEO HR.
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
Notify ISUEO HR of direct reports of the employee for a supervisor change in record.
Information Technology
ISU
Collect all university computers, computer equipment, accessories, totes, etc. Ensure inventory is
accurate.
ISU
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.
ISU
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
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.
Page 2 of 3
Version 1.0
August 26, 2013
Website URL:
ISUEO Organizational Development - Employee Separation Check List
ISU
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.
ISU
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.
Prog.
Update organizational charts, pandemic phone tree, mailing lists, webpages, etc.
Prog.
Collect remaining business cards and name badge to destroy.
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.
Ensure that physical office space is completely cleaned out.
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. Obtain key contact
information for activities/projects. Determine transition of programming provided by employee to
other staff.
Prog.
Perform exit interview. Share knowledge with admin team.
Page 3 of 3
Version 1.0
August 26, 2013
Website URL: