Termination Checklist
Definition
A termination is any departure -- voluntary or involuntary -- of
an MIT employee. The IS&T Human Resources (IST-HR) Team should be notified
as soon as a voluntary termination is known; IST-HR must be involved before any involuntary termination
is initiated. IST-HR and the supervisor should review who will do what
regarding the following checklist. The relevant site team may also
be included in person, or via email to the site email list.
Termination Form and Vacation Days
- IST-HR Liaisons are the only ones authorized to use the official
HR
Termination form. Key pieces of information on MIT's HR form
include reason for termination, new address (if moving), and termination
date.
- For Support Staff, when the form is submitted, vacation days
due will be calculated by Payroll.
- For Administrative Staff, vacation balance is based on the VacationTracker system maintained by ist-vac-request@mit.edu.
In some cases, the employee may prefer to take vacation (e.g., enter the
termination date as a future date to reflect the vacation days
due).
- The HR termination form causes the following
authorizations to be cancelled the business day after the termination
date (unless other options are requested):
- Roles Authorizations (SAP, Data Warehouse )
- Credit Cards
- Travel
- Parking/MBTA
- Access cards (MIT ID card, proxy cards)
Termination Action Items
The following may be done by the individual, the Supervisor, and/or a Site
Team member. Contact IST-HR with any questions.
- Notify the appropriate staff that the person is leaving, (e.g.,
email to IS&T, clients). Departing employee may also
choose to notify people. Arrange going away event, if appropriate.
- Review status of work/files to understand where things are,
and what needs to be completed before person leaves.
- Discuss how the employee's hardcopy mail will be handled (e.g.,
forwarded to the employee's home address,
distributed to other staff). Encourage employee to change address
for any mail that is personally important to them. Update hardcopy
mailbox area.
- Discuss how email should be handled. Set up an appropriate
auto-responder with relevant contact information. Delete person
from email lists.
- Ask employee to update/change voice mail message.
- Ensure that the employee has the opportunity to remove any
personal items from the site. You may request that the employee
do so during standard business hours, or after hours, depending
on the situation.
- Address any outstanding credit card or travel reimbursements.
- Request a property listing from the Site Team and update them on equipment. Review, and
decide what, if any, equipment the employee will keep.
- Collect employee's swipe card and keys and return to Site Team.
- Optionally collect MIT ID card and MIT credit card - cut up/throw
out.
- Deactivate TSM and other accounts not covered
by the MIT HR form above.
- Update SAP authorizations
in order to ensure email and other notifications go to an appropriate person.
- Clean up the employee's office, so it is ready when a new
employee moves in.
- IST-HR will initiate contact with employee for an optional exit interview;
these are typically only with
voluntary terminations. The exit interview survey can
be filled out online by the employee and submitted to IST-HR anonymously.
Send individual's complete personnel file to IST-HR, for compliance with
state law records retention.
[Back to top]
|
