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What to do When an Employee Leaves
What to do When an Employee Leaves
Man and Woman shaking hands
Employees leave their jobs for a variety of reasons. Some promote or transfer to another unit or state agency, some retire, some quit state service and others are terminated. When an employee leaves, the agency’s role is to fill the position with a qualified person and make a smooth transition. Upon receiving notification of an employee’s separation, the agency must perform and complete certain tasks. The checklist at the end of this document outlines many of these tasks.
In the case of promotion, transfer or retirement, employees themselves frequently tell others where they are going and why.  With the exiting employee’s permission, an event is often planned to celebrate a promotion, transfer or retirement.  Remember that public funds are not used for this purpose.
Human Resources (HR) should remind supervisors not to tell other employees if an employee was terminated, removed from trial service or left under unfavorable circumstances. Employees may be told the person is no longer with the unit but details cannot be given. Be sensitive to any circumstance under which an employee left the agency. Employees will be watching the actions of HR and the supervisor.  They will notice if the exiting employee was treated with dignity and respect and if confidentiality was maintained.
Consider the time of day the termination meeting occurs and when an exiting employee collects their personal belongings. Some times the supervisor or HR will collect the belongings and either send them to the employee, or arrange for the employee to collect their belongings at a later date.
Exit Interview Survey & Memorandum
In order for the state to have consistent information about employees who voluntarily leave state service or transfer to another state agency, the Governor’s Affirmative Action Office and DAS CHRO (CHRO Memorandum) ask that exiting employee’s complete an on-line exit interview. The tool gathers exit information to show trends and possible areas of concern that can be addressed through changes in policy and practice.
DAS CHRO will work with agencies to pull reports from the data received. Those reports can be statewide or agency specific. If the agency has a similar survey in place, HR should share the data with DAS CHRO for inclusion in the statewide report.
See the following:
Sample Supervisor Check List for Employee Separation