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:

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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

Account Type Parent Account Account Manager Contact

Axis TV SA Domain SAIT SAIT Help Desk (6-8992 or 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 Applications SA Domain SAIT

SAIT Help Desk (6-8992 or 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

File Shares SA Domain SAIT SAIT Help Desk (6-8992 or 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)

Gallery SA Domain SAIT SAIT Help Desk (6-8992 or 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)

PeopleSoft None Registrar Stacy Storrs or Janice Bazzani (6-3331)

Pyramed None Student Health Services Deb Hubbell (6-4828)

QS1 None Student Health Services Mike Olzinski (6-0736)

SA Domain None SAIT SAIT Help Desk (6-8992 or sait@uconn.edu)

SHS Lab None UConn Health Center UConn Health Center (679-4400)

SHS X-Ray None UConn Health 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)

THD SA Domain SAIT SAIT Help Desk (6-8992 or 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)