Information for Departing Employees and Employees Transferring within the University
Whether you are leaving the University or have taken a new position within the University, certain procedures need to be followed to ensure a smooth transition. The steps in this process may be initiated by the employee, the supervisor or the department.
The employee should notify their supervisor at the earliest date following the guidelines in the Voluntary Separation from Employment.
An electronic Employee Separation/Transfer form must be completed for any of these conditions:
Transferring to/took a position in another department
Adjunct, GA, TS, and temporary employees who are terminating (even if the contract has ended)
The employee or supervisor completing the form should upload the employee’s resignation letter or notice with the form.
The form is accessed through the self-service portal using the link below. Click on Human Resources > Employee Services, and choose either “Employee Separation / Transfer” or “GA/TS Separation / Transfer”.
The electronic form will automatically route to various units on campus to review account and security accesses and account balances.
An employee separating from the University is responsible for any personal outstanding debts which may include childcare, tuition, library fees or checkouts and parking fees. Contact the units directly if you believe you have an outstanding balance.
Employee’s separating from the University can request a refund for funds from their ID BUC$ debit card from Campus ID Services.
On the employee’s last day, the department will collect University property including the employee’s ID and badges. The employee must complete and sign a final timesheet. The department will forward copy of the timesheet and the employee’s ID to Human Resources through interoffice mail.
Employees may be asked to complete an exit survey or may request an exit interview in Human Resources at HR@ETSU.EDU.
Exiting Employee: Guidelines for Supervisors and Departments
Whether an employee is separating from the University or transferring to another department, please follow the steps outlined below to ensure the exit process runs smoothly.
Schedule a meeting with the employee as soon as possible to begin the offboarding process:
The supervisor should direct the employee to visit Goldlink at https://goldlink.etsu.edu/ to verify and update their personal information, including the home or forwarding address, and telephone number.
Discuss data and security accesses, functional roles, equipment and other University assets the employee is responsible for and make a note to mark these in the electronic notification system.
- When possible, the exiting employee should complete the Employee Separation/Transfer form in the self-service portal. The supervisor or other designee in the department can initiate this form on the behalf of the employee. The supervisor will review the form when it is submitted. Verify the employee has submitted a signed letter of resignation and the form is complete.
Create a knowledge transfer plan that would include scheduling cross-training and making a list of current meetings, projects and internal and external business contacts.
Make a list of assets that the employee has been issued that will need to be returned on or before the employee's last working day.
Instruct the employee to communicate the change with affected individuals and units including creating an appropriate Out-of-Office email message with information regarding who to contact after the employee's departure date.
On the last working day:
Collect University property, the employee's ID card (if appropriate), and complete and approve a last timesheet. Upload the timesheet to the Employee Separation Action. Forward the employee ID to Human Resources.
Create an Out-of-Office email message with information regarding who to contact. Update the employee's voicemail and forward calls.
Update your unit's contact website and organizational chart.