UW-LA CROSSE EXIT CHECKLIST GUIDELINES

The EXIT CHECKLIST is to be used when someone in your unit/department:              

·        resigns from the university or transfers to another position or department/unit within the university (which would result in changing keys, trancodes, property, etc.)

·        retires

·        goes on leave (with or without pay) for a significant period of time

·        is non-renewed

·        is at the end of their contract period

·        in event of the death of an employee the checklist should be completed by the supervisor

 

The EXIT CHECKLIST is to be used for the following types of employees:

·        faculty and instructional academic staff

·        non-instructional academic staff

·        classified staff

·        limited term employees

·        graduate assistants

·        other employees/persons with access to state property (which could include student help, UW-L Foundation Employees, Chartwell Employees, Military Science personnel) may use this process as appropriate

 

THIS IS A SHARED RESPONSIBILITY BETWEEN:

The Office of Human Resources, which assists your department/unit by:

1.      Publishing a reminder of this procedure in the Campus Connection and sending an email reminder to Dean and Division Officers three times each year (fall, spring and summer).

2.      Sending a list of names of employees leaving/transferring, to designated offices for their information and action.

 

Your department/unit (in consultation with/or coordinated by Dean/Division Officer) is responsible for:

1.      Informing Human Resources of employees leaving UW-L, including forwarding written retirement, resignation, leave requests through appropriate administrative channels.

2.      Meeting with the employee to review the employee’s responsibilities and ensure property is returned and practices observed.

3.      Providing the employee with the Exit Checklist, and review, sign and maintain the checklist in a department file.

4.      Providing the employee with an Affirmative Action and Diversity Exit Questionnaire to be completed by the employee and returned directly to AAOD (voluntary, but important).

5.      As the employee’s supervisor, you are ultimately responsible for the return of UW-L property.  Property that is not returned should be reported to Protective Services for possible follow up.

6.      Mail the employee’s final earnings statement and unclassified leave statement (when appropriate) to the employee in the self-addressed and stamped envelope they provide to you.

 

And, each employee who leaves UW-L has the responsibility to:

1.      Meet with the head of the department/unit.

2.      Complete and return the Exit Checklist.

3.      Complete and return the AAOD Exit Questionnaire (voluntary).

4.      Retain personnel records for future use (retirement, verifying employment, etc.) as files in HR are disposed of in accord with HR records and retention guidelines.