• Confirm the employee’s retirement or separation date
• Develop a transition plan working backward from the final week to ensure:
  • Key responsibilities are reviewed and reassigned
  • Critical information is documented and shared
  • Operational continuity is maintained
• Identify team members who will assume responsibilities, either temporarily or permanently
• Work with the employee to:
  • Remove personal belongings from the workplace
  • Return University property (including devices, keys and ID)
  • Update their home address in Workday

• Recognize that team members may respond differently to change and may need time to adjust
• Acknowledge that the departing employee may also experience an emotional transition
• Encourage use of available resources, including guidance on change and transition through the Future of Work web page
• Identify and use the resources and information available through the Employee Assistance Program (EAP) specific to change and transition to help all team members prepare.

Work with the employee to ensure their knowledge and responsibilities are documented and shared effectively.

• Hold team meetings to review key responsibilities (multiple sessions may be needed)
• Ask the employee to organize and transfer relevant files
• Document major responsibilities, including recurring projects, timelines and initiatives

Key Areas to Document

• Who: Identify key internal contacts and describe their roles or areas of expertise
• What: Outline core job functions and responsibilities from a “new user” perspective
• When: Include timelines, deadlines and cyclical or seasonal work patterns
• How: Organize information using clear formats such as outlines, tables or shared drives
• Why: Provide context for how processes developed and identify opportunities for improvement or simplification

• Involve the team in planning a meaningful and inclusive farewell
• Organize a celebration that recognizes the employee’s contributions and impact at Brown
• Take time to acknowledge their service and dedication