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Employee Separation Policy

I. Objective: To ensure smooth transition following an employee’s separation from the institution.
II. Jurisdiction: This Policy applies to all Student Affairs employees, including students.
III. Definitions:
a. “Supervisor” refers to the departing employee’s direct supervisor.
IV. Policy Statement:
a. Employees may be separated from employment voluntarily through resignation, job
abandonment, sabbatical or other extended leave or involuntarily through termination,
layoff or position elimination. When this occurs, both the departing employee and the
departing employee’s supervisor are required to take specific steps to ensure the
employee’s and the University’s rights and responsibilities are respected. A list of each
individual’s rights and responsibilities follows.
i. *In the event an employee’s employment is terminated due to specific action
being taken by the University and/or Department (e.g., reduction in workforce,
lack of work or other economic reason, end of assignment, disciplinary action),
the supervisor must consult with the Labor Relations Unit of the Department of
Human Resources to ensure proper notification is provided to the employee in
accordance with Connecticut State Statutes, the employee’s collective
bargaining agreement and/or employment situation.
ii. In the event of the death of an employee (whether while actively employed or
on leave of absence), when the supervisor becomes aware that an employee
has passed away, he/she should contact the Department of Human Resources
immediately.
b. Deactivating computer accounts and managing employee documents are essential
aspects of the employee separation process to reduce the risks of intentional or
unintentional security breaches and to ensure the retention or appropriate deletion of
University documents managed or maintained by the departing employee.
c. All employees are on notice that the University bears no responsibility for personal
property left by employees in their offices and/or on their computers after their
appointment expires or while they are on suspension or away for other reasons.
Departing employees are solely responsible for making appropriate arrangement for the
protection of their property when they are separated or away from the University. Any
property left behind is considered abandoned. The University reserves the right to
remove and discard abandoned property.
d. Supervisor’s responsibilities:
i. Generally, separation from employment is a function that is managed by the
Department of Human Resources. Upon receipt of written notification of an
employee’s intention to leave, supervisors shall responding in writing to the
employee indicating acceptance of their separation wherein they provide or
attach a copy of this Policy.
ii. Submit completed “Employee Separation Packet” to the Office of the Vice
President of Student Affairs. This Packet includes:
1. A copy of the original resignation letter from the employee and a copy
of your acknowledgement letter.
2. Checklist for Processing Employee Separation; signed and dated by
supervisor.
3. Handling Technology Resources for Employee Separation, signed and
dated by supervisor.
4. Ethics Code Statement, signed and dated by departing employee.
iii. If a departing employee leaves his/her property after final departure date:
1. Make a detailed inventory of everything in the former employee’s
office. Take photographs of this property.
2. A neutral party, unfamiliar with the circumstances giving rise to the
employee’s separation should facilitate and/or conduct the packing and
storage.
3. Store the former employee’s belongings in a secure and safe location
under appropriate conditions (absence of water leakage, heat or
humidity). Document the costs of this storage, which will be billed to
the former employee.
4. Send return-receipt written notice via mail to the former employee
informing them of the status of their belongings. Provide them with a
specific deadline to remove items, informing them that the items will be
discarded after this date.
5. If issues arise, the employee fails to retrieve belongings and/or you
need to extend the deadline, please contact the Director of Risk
Management, Student Affairs.
e. Separating Employee’s responsibilities:
i. If applicable, review your Collective Bargaining Unit Contract’s requirements for
terminating employees.
ii. Cooperate with your supervisor to ensure that the Checklist for Processing
Employee Separation is complete prior to departure (attached).
iii. Review and sign the Ethics Code Provision for those Leaving State Service.
V. Method of Compliance: The Office of the Vice President of Student Affairs will send an annual
reminder and a current release form to the Division of Student Affairs.
VI. Effective Date: June 12, 2009

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STEP ONE: Checklist for Processing Employee Separation
to be completed by supervisor

 Upon receipt of written notification of an employee’s termination of


employment/intent to leave, respond in writing to the employee indicating acceptance of the
resignation, as applicable.
 If applicable, notify employee of collective bargaining agreement requirements for terminating
employees.
 Complete an Employee Separation Form and forward it to Payroll with the original resignation
letter from the employee and your acknowledgement letter.
 Provide, for the Vice President’s Office, a copy of the employee’s signed notification of intent to
leave or notification of termination.
 Provide, for the Vice President’s Office, a copy of the Employee Separation Form and the
Department’s formal acknowledgement of employee’s resignation/intent to leave.
 Review and complete the Student Affairs Information Technology (SAIT) processes, as specified
in the document, “Handling Technology Resources for Employee Separation (Attached).
 Collect University/Departmental property from departing employee, including:
 Keys - building, classrooms, office, elevator, storeroom, desk, file cabinets, storage
cabinets, lockers, equipment keys, vehicles.
 University or Departmental Identification Cards (return ID cards to the One Card Office)
 Tools
 Uniforms
 Corporate Credit Cards
 Telephone Calling Cards
 Office Equipment (e.g., computers, laptop computers, calculators, etc.)
 Office Supplies
 Instructional & Laboratory Equipment
 Media Equipment
 Manuals and Books
 University books, supplies, and materials on loan
 Course Grade Books
 Pagers, Telephones, Walkie-Talkies, Cellular Phones, PDA’s, Blackberry, etc.
 Badges
 Parking Decal and Permit (Cut in half and send to Parking Services)
 Review departing employee’s work assignments and collect any applicable
confidential and work-related information or materials.
 Provide the departing employee with a copy of the “Ethics Code Provisions for Those Leaving
State Service”.
 Notify appropriate departments of employee’s termination of signatory authority (Finance,
Human Resources, Payroll, etc.).
 Cancel employee access to financial, academic, administrative, payroll, etc.
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Accounts: http://www.purchasing.uconn.edu/ata/ata.html. For assistance, contact the
administrator of the system directly; examples of systems include FRS, Purchasing, UConn Coop,
Registrar, Thesis, Student Financial Aid Management System, Genesys Payroll/Human Resources
System, Payroll Student Time Card System, Focus and other CMS accessed accounts.
 Reset telephone voice mail messages and passwords. (For assistance, contact
Telecommunications).
 Contact Human Resources to discuss staffing strategies and needs, if applicable

__________________________________
Name of Employee

__________________________________ ________________________
Individual Responsible for Checklist Completion Date Completed

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STEP TWO: Handling Technology Resources for Employee Separation
to be completed by supervisor
Deactivating computer accounts and handling employee documents are very important parts of the
employee separation process. Security breaches can be caused by former employees, whether the
employee separation was voluntary or for cause. Employee documents (Q:\Public and Q:\Private) need
to be reviewed and moved to appropriate locations before they are deleted. This document outlines the
steps that departments should take when employees separate from the University.
Student Affairs Information Technology will attempt to answer questions about the information and
procedures in this document. Contact Tom Bloom if you have questions. However, you may be referred
to another department (HR, Payroll, UITS, etc.) if your question is about something not managed by
Student Affairs Information Technology.
Voluntary Separations
Before the Separation Date
1. Send a completed Employee Separation Form and the original employee resignation letter
to Payroll. Provide the Office of the Vice President with a copy of the Employee Separation
Form and a copy of the employee’s letter along with the supervisor or Department Head
acknowledgement. The following account types will be affected by this process (see
information below for details about grace periods):
a. NetID – which includes but is not limited to VPN and WebCT
b. UConn Active Directory – which includes but is not limited to Exchange, Citrix (access to
Pyramed), and ProVenue
2. The supervisor should meet with the employee to identify computer systems s/he uses (a
list of system computer accounts is below). After this meeting, send a request to
sait@uconn.edu to have these accounts deactivated on the separation date. Note that UITS
may not accept SAIT’s request to deactivate accounts managed by UITS (how accounts are
managed by UITS has not been completely defined); if this is the case, SAIT will notify the
initial requester that a management-exempt employee should contact UITS to deactivate
certain types of accounts.
3. Meet with the employee to review the contents of their Q:\Public and Q:\Private folders.
These folders are deleted 60 days after separation. Documents that the department needs
to retain should be moved to other locations. While access to these folders can be given to
department heads after separation, it’s much easier to handle document disposition when
the employee is still at work.
4. Meet with the employee to review the contents of their Exchange mailbox and attached PST
(archive) files. Messages that the department needs to retain should be forwarded to
another mailbox. While access to the employee mailbox and PST files can be given to
department heads after separation, it’s much easier to handle message disposition when
the employee is still at work. (If mailbox space in the receiving mailbox becomes an issue,
contact SAIT for help in setting up a special PST (archive) file.)

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On the Separation Date
1. The employee should dispose of all emails and documents received or created since the
initial, pre-separation meeting.
2. The employee should create an Out of Office message in Outlook. Note that Outlook Out of
Office messages are only sent to other mailboxes on the UConn Exchange servers (they are
not sent to email addresses outside of UConn).
3. SAIT will disable all employee access to Student Affairs-managed resources.
After the Separation Date
1. If further work needs to be done on the contents of the former employee’s Q:\Public folder,
the department head should insure that this is done within 60 days of separation (when the
folder is permanently deleted).
2. If further work needs to be done on the contents of the former employee’s Q:\Private
folder, the department head should request that SAIT place a copy of this folder in the
department head’s (or designate) Private folder. This needs to be done within 60 days of
separation (when the folder is permanently deleted).
3. If further work needs to be done on the contents of the former employee’s Exchange
mailbox, the department head should request that SAIT obtain a PST copy of the mailbox
from UITS and place the file in the department head’s (or designate) Private folder. This
needs to be done within 60 days of separation (when the mailbox is permanently deleted).
Terminations
Before the Separation Date
1. Department heads need to be aware that an employee who may be terminated is likely to
be aware of an impending dismissal. It is possible (or likely) that the employee will delete
documents, important emails, and/or make inappropriate changes to systems to which they
have access.
2. An employee’s computer may be collected and the hard drive removed for investigation. To
insure legal requirements are met, SAIT requires that this action is initiated by Labor
Relations. Note that the employee’s hard drive does not contain documents or email (these
are stored on servers); hard drive contents may be useful only if an investigation into
inappropriate computer use is being conducted. If an investigation is being conducted, Labor
Relations also should ask SAIT to obtain a copy of the employee’s roaming profile and
Q:\Public and Q:\Private folders (these are stored on the Division file server). All actions
related to investigations should be routed through the Director of SAIT (if he is not available,
the Assistant Vice President of Student Affairs) and not the normal SAIT service request
system. SAIT will notify Labor Relations if the employee under investigation is also subject to
a litigation hold so that they treat the hard drive and employee data appropriately.
3. Labor Relations should be made aware of the UITS-managed systems to which the employee
has access. Requesting removal of access to these systems should be considered—Labor
Relations should make the request to UITS for such changes. If email loss is a consideration,
ask Labor Relations to request that UITS make periodic backups of the employee’s mailbox
(this request may or may not be honored).
4. Department heads may request additional backups of employee documents (Q:\Private and
Q:\Public) and the removal of access to Student Affairs-managed systems. This should be
done through the Director of SAIT (if he is not available, the Assistant Vice President of
Student Affairs) and not the normal SAIT service request system.
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5. If termination will occur, request that SAIT deactivate all Student Affairs-managed accounts
at the same time as the employee is notified of the separation. This should be done through
the Director of SAIT (if he is not available, the Assistant Vice President of Student Affairs)
and not the normal SAIT service request system. Verify that Labor Relations has made the
appropriate contact with UITS to take similar steps with systems they manage.
On the Separation Date
1. If schedules change, notify the Director of SAIT (if he is not available, the Assistant Vice
President of Student Affairs) so that account deactivations are enacted at the appropriate
time.
2. Employee accounts will be deactivated at the established time and the employee will be
logged off of their computer. All unsaved documents and data will be lost.
After the Separation Date
1. The department head should insure that the contents of the terminated employee’s
Q:\Public folder are reviewed and necessary files moved elsewhere within 60 days of
separation (when the folder is permanently deleted).
2. If a review of the terminated employee’s Q:\Private folder is desired, the department head
should request that SAIT place a copy of this folder in the department head’s Private folder.
This needs to be done within 60 days of separation (when the folder is permanently
deleted).
3. If a review of the terminated employee’s mailbox is desired, the department head should
request that SAIT obtain a PST copy of the mailbox from UITS and place the file in the
department head’s Private folder. This needs to be done within 60 days of separation (when
the mailbox is permanently deleted).
Technology System Accounts and Contacts
Parent
Account Type Account Account Manager Contact
SAIT Help Desk (6-8992 or
Axis TV SA Domain SAIT sait@uconn.edu)
Brio ACF2 (CMS) UITS Help Desk UITS Help Desk (6-4357)
Conference
Programmer None Residential Life Amy Crim (6-8331)
Control-D ACF2 (CMS) UITS Help Desk UITS Help Desk (6-4357)
DDS Web SAIT Help Desk (6-8992 or
Applications SA Domain SAIT sait@uconn.edu)
Door Access None Residential Life Dana Langella-Dunnack (6-6699)
EMS None Student Union Kim Schwarz (6-3422)
Eventmaster None Dining Services Catering Office
Exchange None Payroll Automatic
SAIT Help Desk (6-8992 or
File Shares SA Domain SAIT sait@uconn.edu)
Focus ACF2 (CMS) UITS Help Desk UITS Help Desk (6-4357)
Foodpro None Dining Services Gayle Meisner (6-9467)
FRS ACF2 (CMS) UITS Help Desk UITS Help Desk (6-4357)
SAIT Help Desk (6-8992 or
Gallery SA Domain SAIT sait@uconn.edu)
Genesys ACF2 (CMS) UITS Help Desk UITS Help Desk (6-4357)
Judicial Action None Dean of Students Cathy Cocks (6-3428)
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Micros None OneCard Office Ruth Francis (6-3129)
NetID None Payroll Automatic
NetVuPoint None Dining Services Jeff Collins (6-3128)
Stacy Storrs or Janice Bazzani (6-
PeopleSoft None Registrar 3331)
Student Health
Pyramed None Services Deb Hubbell (6-4828)
Student Health
QS1 None Services Mike Olzinski (6-0736)
SAIT Help Desk (6-8992 or
SA Domain None SAIT sait@uconn.edu)
UConn Health
SHS Lab None Center UConn Health Center (679-4400)
UConn Health
SHS X-Ray None Center UConn Health Center (679-4400)
Student Payroll None UITS Help Desk UITS Help Desk (6-4357)
Symplicity None Career Services Nancy Bilmes (6-3013)
SAIT Help Desk (6-8992 or
THD SA Domain SAIT sait@uconn.edu)
UConn Domain None Payroll Automatic
UConn VPN NetID Payroll Automatic
WebCT NetID Payroll Automatic

Disposal of a Separated Employee’s Q: Drive Documents


1. Documents stored in a separated employee’s SA domain file share (Q: drive, both Private and
Public folders) are deleted from the Division file server 60 days after the date of separation. If
the employee’s data are subject to a litigation hold, the data will be copied to a disk and kept by
SAIT.
2. Access permissions to the separated employee’s Q:\Public folder are maintained for 60 days
after the date of separation. Public folder documents needed by a department should be moved
to other locations within the 60 day period.
3. The department head may request a copy of the separated employee’s Q:\Private folder be
placed into the department head’s (or designate) Private folder.
4. The Q:\Private folder of a separated employee may contain Outlook PST files (archived mail).
Department heads interested in the separated employee’s mailbox contents should move these
to a different, secure location within the 60 day period.
Grace Periods
Student Affairs (SA) domain accounts and other SAIT-managed accounts are disabled or deleted on the
separation date. Accounts controlled by other Student Affairs departments are disabled or deleted
according to schedules created by those departments.
Department heads who need a copy of the separated employee’s Exchange mailbox should contact
SAIT. SAIT will request that UITS create a PST file copy of the mailbox contents; this file will be placed in
the department head’s Private folder. Note that this PST file is different from PST files in the separated
employee’s Private folder (these usually contain archived mail).
Grace periods for UITS-managed accounts and resources are not well-defined. The information listed
below is our best estimate what actually occurs.

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University NetID records are inactivated (not deleted) according to the following schedule:
 Faculty and Staff – 30 days after separation paperwork has been processed
 Special Payroll – 10 days after separation paperwork has been processed
 Special Payroll Adjunct – 300 days after separation paperwork has been processed.
 Affiliates – upon end date
Employees will have access to University resources requiring a NetID for roughly 30 days after
separation. This includes many of the workflow applications used by the University.
University Active Directory and Exchange accounts are disabled 30 days after they become inactive. This
means that the separated employee will have access to their email account for roughly 30 days after
separation. Mailboxes are deleted 30 days after they become inactive (roughly 60 days after separation).
Special Note about Multiple Affiliations
Employees with multiple affiliations (such as student employees, graduate assistants, employees
teaching classes, etc.) may have the need to retain access to some of their accounts upon separation.
For example, a graduate assistant who is no longer working for the university may still need their NetID
active in order to register for classes or use the library. These multiple affiliations will need to be dealt
with in an individual basis. Please contact SAIT at 6-8992 to discuss possible options.

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STEP THREE: Ethics Code Provisions
to be signed and dated by employee and returned to supervisor.

I have read and understand these Ethic Code Provisions:


_____________________________________________(to be signed and dated by employee)

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