Exit Interview and Clearance Procedure

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POLICY NUMBER: II L
SUBJECT: EXIT INTERVIEW AND CLEARANCE PROCEDURE
APPLIES TO: FACULTY AND STAFF
EFFECTIVE DATE: January 1, 2019
REVISED FROM: July 1, 1993

EXIT INTERVIEW AND CLEARANCE PROCEDURE

1. Department Responsibility

Each department must notify Human Resources and Payroll immediately upon ascertaining that a faculty or staff employee is terminating his/her employment with the University (applies to voluntary and involuntary termination). The department must complete the top portion of the Employee Clearance Record (Personnel Form No. 8), submit the top sheets to Human Resources and Payroll, and give the last page to the terminating faculty or staff employee to obtain proper signatures. Failure to initiate proper clearance procedures may result in charges to the department's budget for equipment replacement and other costs incurred as a result of improper clearance. 

2. Responsibility of Departments to be Cleared

a. Each of the following departments must be cleared by each terminating employee (applies to voluntary and involuntary termination). He/she must obtain an authorized signature. The purposes for clearing the stipulated departments are listed below.

(l) Faculty/Staff Department - verify that all property of the University assigned to the employee that belongs to the department has been returned. Advise the terminating employee that he/she discontinue the use of the Purchasing Credit Card (PCard),  University identification card, etc., after termination of employment. Such items which are the responsibility of the department should be retrieved by the department.  
(2) University Library - verify that all books or other library materials and fines have been returned and/or paid.
(3) Bursar's Office - verify that all debts, parking fines, and equipment purchases have been paid.
(4) Parking Services - verify if there are parking fines owed and removes employee parking privileges.
(5) Grants Development - verify that any pending grants are completed and obligations to granting authority fulfilled.
(6) Human Resources: 
(a) Discuss and counsel with employees concerning fringe benefit options upon termination. Complete necessary form for fringe benefit termination and/or continuation.
(b) Collect University credit cards, and i.d. cards, if applicable.
(c) Collect completed Employee Clearance Record and notify Payroll of clearance completion. 

(7) University Store
b. Improper approval by a clearing department may result in loss of University property. Errors made by the clearing department must be corrected by that department. Any financial loss to the University may be charged to the clearing department's budget.

3. Faculty
a. Each faculty member who is terminating his/her employment for any reason with the University must schedule an exit interview with his/her department chair as part of the faculty member's clearance procedure (applies to voluntary and involuntary termination). This exit interview must be scheduled far enough in advance of the last day of work to allow for completion of any required action by any party.

b. Each faculty member must obtain the proper signatures on the Employee Clearance Record and schedule a meeting with Human Resources to review appropriate benefit termination and benefit continuation.

c. The completed Employee Clearance Record must be submitted to Human Resources prior to employee's last day of work. 

4. Staff
a. Each staff employee who is terminating his/her employment for any reason will be scheduled for an interview with Human Resources. This interview is to be a part of the employee clearance procedure and must be completed prior to the employee's receipt of his/her final salary payment. An Employee Clearance Record (Personnel Form No. 8) must be completed with proper signatures as part of the clearance procedure.

b. The exit interview is to serve the following purposes:

(1) Complete necessary forms related to leaving the employment of the University.

(2) Explain termination of fringe benefits such as group insurance and retirement.

(3) Discuss reasons why the employee is leaving the University.

(4) Discover the employee's attitude toward his/her job, his/her supervision, and the University including suggestions and recommendations for improvement.

(5) Determine if the reasons given for termination are the same as those stated by his/her supervisor.

(6) Foster good relations with the employee.

c. Each staff employee must obtain the proper signatures on the Employee Clearance Record and schedule a meeting with Human Resources to review appropriate benefit termination and benefit continuation.

d. The completed Employee Clearance Record must be submitted to Human Resources prior to the employee's last day of work.