University Human Resources

Separation Checklist for Supervisors

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Separation Checklist for Supervisors

When an employee leaves their position, supervisors and departments are responsible for completing a number of administrative steps to ensure a smooth and compliant transition. This checklist is intended to support the timely completion of required actions related to separating employees.

  1. Confirm Separation Details
    • If not already provided, request a written resignation letter that includes:
      • Reason for leaving
      • Final working day
    • Confirm the employee’s final vacation payout
    • Provide the resignation letter and vacation payout information to the department’s Workday HR Coordinator to ensure accurate processing in Workday (including dates and reason for separation)
    • Confirm a forwarding address or pickup location for the employee’s final paycheck
  2. Plan for Transition of Work
    • Establish a knowledge transfer and transition plan
    • Identify team members who will assume responsibilities, either temporarily or permanently
    • Ensure key duties, projects and responsibilities are documented and shared appropriately
  3. Employee Offboarding Steps
    • Ensure the return, cancellation or secure transfer of all University resources, including:
      • Office, building and desk keys
      • Brown ID card
      • University-owned devices (e.g., laptops, tablets, mobile phones, flash drives)
      • University voicemail (cancel account or update with forwarding message, if appropriate)
      • Purchasing cards (return to Controller’s Office and cancel account)
      • Signature authority or duty-of-care accounts (e.g., W.B. Mason), if applicable
      • Access credentials for systems, files or shared drives
  4. Email and Digital Access
    • If the employee manages a departmental email account, assign ownership to a new responsible party
    • Remove the employee from email distribution lists and emergency contact lists
    • If needed, consult the Office of Information Technology to set up an auto-response message directing inquiries to an appropriate contact
  5. Recruitment and Replacement Planning
    • Refer to the Hiring and Staffing section of the HR website for guidance on:
      • Posting the position
      • Initiating recruitment
      • Identifying a replacement