Termination, Resignation, or Retirement: Offboarding Checklist

When someone leaves the university, whether it’s a termination, resignation, or retirement, there are a few key steps you need to take to ensure everything is wrapped up properly. 

Involuntary Termination 

If you’re dismissing an employee for misconduct or ongoing performance issues, you’ll need to follow the official OHR/OLA termination process first: 

• Submit a termination request through the OHR/OLA SmartSheet form. 
• Both the Office of Human Resources (OHR) and the Office of Legal Affairs (OLA) will review the request and let you know next steps. 

Once approved:

• Schedule a transition meeting. HR should attend, and you must communicate the termination both verbally and in writing. 
• HR will provide the termination documentation, including the reason, the effective date, grievance rights, and offboarding instructions. 

Resignation

If an employee voluntarily resigns:

1. They should provide written notice (email or letter) at least two weeks before their last day.
2. Make sure they return all UWG property (keys, ID, parking pass, laptop, etc.).
3. Encourage them to complete a UWG exit interview if they haven’t already.
4. Attach the resignation letter or email when submitting the separation info in OneUSG.

Retirement

Employees can’t be required to retire based on age, but they might need help navigating the process:

• Point them to USG retirement policies and the Teachers Retirement System of Georgia. 
• They should email hrservices@westga.edu to schedule a retirement planning meeting well before their intended retirement date. 

OneUSG Manager Self Service: Required Step

This is mandatory for all resignations, terminations, and transfers.

1. Log into OneUSG Connect.
2. Go to Employee Self Service → Manager Self Service.
3. Click the My Team tile.
4. Find the employee, click the green action button beside their name.
5. Choose Job and Personal Information → Terminate Employee.
6. On the next screen, confirm the correct employee is listed.
7. Enter the Termination Date (first day they are not employed).
8. Select the correct Reason from the dropdown.
9. Click Next in the upper right corner.
10. Add comments or attachments, like the resignation email/letter, if needed.
11. Click Submit. You’ll see the request status and next approver.

Still unsure? Reach out to HR at hrservices@westga.edu.

Transfers

If the employee is moving to another department on campus, you’ll still need to:

• Submit the termination info in OneUSG, just like a resignation or dismissal.
• Complete the UWG Termination Notification Form within 30 days of the change.

eCampus Offboarding Checklist

Whether it’s a termination, resignation, or transfer, supervisors need to:

• Complete HR forms: Include the resignation letter (if applicable) and separation PAR if replacing the employee. 
• Fill out the eCampus Termination & Transfer notice in the Knowledge Base. 
• Return physical items to Stephen Chandler (keys, ID, apparel, gate remote, name tag). 
• Return eCampus equipment (laptops, accessories, etc.) to ITS for reimaging or surplus. 
• Conduct an exit interview to review files, workflows, and responsibilities. 
• Notify ITS: 
  • Submit a ticket requesting ownership transfer of all documents (Google, OneDrive, SharePoint, etc.). 
  • If possible, have the employee make you a delegate or add you as a co-owner before they leave. 
• Note: ITS cannot forward email. 
• Complete the UWG Termination Notification Form as soon as the last day is known (no later than 5 days after departure). 
• Submit the “Terminate List” to ensure their accounts are disabled campus wide.