Employee Exit Process for HR Unit Representatives

The checklist tool provided here supports the transition process when University of Iowa employees end University of Iowa employment or transfer between units within the University. In addition to the Transfer/End of University of Iowa Employment Checklist, this packet also includes an Exit Survey for your use. Both the checklist and survey were created as a resource for HR Unit Representatives who do not already have procedures in place or who would like to modify their current procedures.

Transfer/End of University of Iowa Employment Checklist

This comprehensive form should be reviewed with the employee. The first two pages are divided into the “Department Responsibilities" and the ”Human Resources Responsibilities” and is to be completed by the department (HR Unit Representative, manager/supervisor or support person as best suits your area) and the exiting employee.

The last two pages are subtitled “Employee Responsibilities” and detail the steps the employee needs to complete.

HR Unit Representatives should ensure the checklist is fully completed, assisting the departing employee as necessary, and retain the “Transfer/End of University of Iowa Employment Checklist” in the employee’s personnel file.

Exit Survey

Many colleges, divisions, or departments already ask their employees to participate either in an exit survey or an exit interview. If your college, division, or department does not already have something in place, an exit survey is included for your use.

If employees use the on-line survey, data will be maintained by University of Iowa Human Resources staff and themes will be shared with colleges, divisions, or departments only when the volume is high enough to provide confidentiality of responses, or when issues that require immediate attention are identified. Units are encouraged to collect their own data rather than rely solely on the on-line survey.

Colleges, divisions, or departments who obtain this type of feedback from departing employees will be better equipped to implement process changes to help improve the work environment at the University. By participating in this activity, the departing employee can provide an excellent source of information to measure how well we are meeting our goal of making the University a terrific place to learn and work.

The Purpose Of Using A Systematic Employee Exit Process

University HR provides a standardized process to make it easier for departments to ensure a smooth transition for separating or transferring employees. Gaps in the employee exit process can cause disruption in payroll or benefits to the employee and could lead to significant security breaches or cost to the organizational unit. These common procedures can be customized for each unit's needs. The checklists become a part of the employee personnel file assuring and documenting a thorough and complete procedure.

What Supervisors Need To Do When An Employee Terminates Employment With The University

  • Contact your Human Resources Unit Representative (HR Unit Rep) to assist you with the necessary paperwork. The Employee Exit Process packet includes a number of helpful documents. This packet may be downloaded from this site as a Word doc.  A letter from Sue Buckley, Vice President of Finance and Operations and Director of Human Resources, explaining the process.
  • A checklist to assist you in determining if you have accounted for all University property that the employee might have had access to.
  • An HR checklist to assist your HR Rep in determining if HR processes have been completed before the employee departs.
  • An Exit Interview or Exit Survey and information on where this form should be sent.

What HR Unit Representatives Need To Do When An Employee Terminates Employment With The University

  • The Employee Exit Process packet includes a number of helpful documents. Be sure to coordinate completion of these forms with the employee’s supervisor. This packet may be downloaded from this site as a Word doc. A letter from Sue Buckley, Vice President of Finance and Operations and Director of Human Resources explains the process.
  • A checklist to determine if you have accounted for all University property that the employee might have had access to.
  • An HR checklist to assist your HR Rep in determining if HR processes have been completed before the employee departs.
  • An Exit Interview or Exit Survey form and information on where this form should be sent.\

Why Employees Should Participate In This Process

  • When you transfer or exit the University, there are checklists that need to be completed with your HR Unit Rep and/or your supervisor. By completing these checklists, transferring employees ensure that benefits and services will continue and it will allow for a smoother transition to their new college/unit. For exiting employees, updating information assures that you will receive your payroll and benefit information.
  • Your supervisor or HR Unit Rep should contact you to facilitate the exit process. This packet may be downloaded from the HR E-forms page as a word document. Download: Word.doc file.

HR Unit Representative Exit Packet:

  • Download from this site as a Word doc.
  • If you would like to print individual sections/pages of the packet, please use the "Print Range" option for your printer .

Exit Survey:

  • Complete the on-line Exit Survey.
  • If you wish to complete a paper version, download and print the survey section from the Exit Packet as indicated above.

Frequently Asked Questions

They help the college/unit to account for all University property. They also help a supervisor or HR Unit Rep organize the process and ensure that access to systems and buildings has been returned. Organizing and/or clearing out work files, passwords, voice mail, and email messages can make it easier for remaining staff to cover for this position or to train a new person. Departing and transferring employees will have a smoother transition by using these checklists.

Managing the data and actions you might take as a result of the data you gathered will rest with your department/college. Your Senior HR Leadership Representative, your college/division leadership, or your division/department leadership may assist you in determining how to compile, share, and use your data internally. Periodically, University HR may ask you to share themes or to present information that might lead to policy review and/or revision.

If you become aware of a pattern of behavior occurring in your unit, you should confer with your senior HR leadership or your unit/college/division leadership to assist you to determine how to deal with this behavior.