{"id":60719,"date":"2025-12-02T09:30:28","date_gmt":"2025-12-02T09:30:28","guid":{"rendered":"https:\/\/ecampus.usg.edu\/kbase\/?p=60719"},"modified":"2025-12-02T14:43:12","modified_gmt":"2025-12-02T14:43:12","slug":"offboarding-checklist","status":"publish","type":"post","link":"https:\/\/ecampus.usg.edu\/kbase\/offboarding-checklist\/","title":{"rendered":"Termination, Resignation, or Retirement: Offboarding Checklist"},"content":{"rendered":"<div class=\"wpb-content-wrapper\"><p>[vc_row][vc_column column_width_use_pixel=&#8221;yes&#8221; gutter_size=&#8221;3&#8243; overlay_alpha=&#8221;50&#8243; shift_x=&#8221;0&#8243; shift_y=&#8221;0&#8243; shift_y_down=&#8221;0&#8243; z_index=&#8221;0&#8243; medium_width=&#8221;0&#8243; mobile_width=&#8221;0&#8243; width=&#8221;1\/1&#8243; uncode_shortcode_id=&#8221;186706&#8243; column_width_pixel=&#8221;800&#8243;][vc_column_text uncode_shortcode_id=&#8221;576154&#8243;]<span class=\"TextRun SCXW99153165 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW99153165 BCX0\">When someone leaves the university<\/span><span class=\"NormalTextRun SCXW99153165 BCX0\">, <\/span><span class=\"NormalTextRun SCXW99153165 BCX0\">whether <\/span><span class=\"NormalTextRun SCXW99153165 BCX0\">it\u2019s<\/span><span class=\"NormalTextRun SCXW99153165 BCX0\"> a termination, resignation, or <\/span><span class=\"NormalTextRun SCXW99153165 BCX0\">retirement,<\/span> <span class=\"NormalTextRun SCXW99153165 BCX0\">there are a few key steps you need to take to ensure everything is wrapped up properly.<\/span><\/span><span class=\"EOP SCXW99153165 BCX0\" data-ccp-props=\"{&quot;335559739&quot;:120}\">\u00a0<\/span><\/p>\n<h2><span class=\"TextRun SCXW54737925 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"none\"><span class=\"NormalTextRun SCXW54737925 BCX0\" data-ccp-parastyle=\"heading 1\">Involuntary Termination<\/span><\/span><span class=\"EOP SCXW54737925 BCX0\" data-ccp-props=\"{}\">\u00a0<\/span><\/h2>\n<p><span class=\"TextRun SCXW154876475 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW154876475 BCX0\">If <\/span><span class=\"NormalTextRun SCXW154876475 BCX0\">you\u2019re<\/span><span class=\"NormalTextRun SCXW154876475 BCX0\"> dismissing an employee for misconduct or ongoing performance issues, <\/span><span class=\"NormalTextRun SCXW154876475 BCX0\">you\u2019ll<\/span><span class=\"NormalTextRun SCXW154876475 BCX0\"> need to follow the official OHR\/OLA termination process first:<\/span><\/span><span class=\"EOP SCXW154876475 BCX0\" data-ccp-props=\"{&quot;335559739&quot;:120}\">\u00a0<\/span><\/p>\n<ul>\n<li><span data-contrast=\"auto\">Submit a termination request through the <\/span><a href=\"https:\/\/app.smartsheet.com\/b\/form\/0d47601bc28843fc81eb3622cb7d6413\"><span data-contrast=\"none\">OHR\/OLA SmartSheet form<\/span><\/a><span data-contrast=\"auto\">.<\/span><span data-ccp-props=\"{&quot;335559739&quot;:80}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Both the Office of Human Resources (OHR) and the Office of Legal Affairs (OLA) will review the request and let you know next steps.<\/span><span data-ccp-props=\"{&quot;335559739&quot;:80}\">\u00a0<\/span><\/li>\n<\/ul>\n<h3>Once approved:<\/h3>\n<ul>\n<li><span data-contrast=\"auto\">Schedule a transition meeting. HR should attend, and you must communicate the termination both verbally and in writing.<\/span><span data-ccp-props=\"{&quot;335559739&quot;:80}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">HR will provide the termination documentation, including the reason, the effective date, grievance rights, and offboarding instructions.<\/span><span data-ccp-props=\"{&quot;335559739&quot;:80}\">\u00a0<\/span><\/li>\n<\/ul>\n<h3>Resignation<\/h3>\n<p>If an employee voluntarily resigns:<\/p>\n<ol>\n<li>They should provide written notice (email or letter) at least two weeks before their last day.<\/li>\n<li>Make sure they return all UWG property (keys, ID, parking pass, laptop, etc.).<\/li>\n<li>Encourage them to complete a UWG exit interview if they haven\u2019t already.<\/li>\n<li>Attach the resignation letter or email when submitting the separation info in OneUSG.<\/li>\n<\/ol>\n<h2>Retirement<\/h2>\n<p>Employees can\u2019t be required to retire based on age, but they might need help navigating the process:<\/p>\n<ul>\n<li><span data-contrast=\"auto\">Point them to <\/span><a href=\"https:\/\/www.usg.edu\/policymanual\/section8\/policy\/8.2.8_retirement\"><span data-contrast=\"none\">USG retirement policies<\/span><\/a><span data-contrast=\"auto\"> and the <\/span><a href=\"https:\/\/www.trsga.com\/\"><span data-contrast=\"none\">Teachers Retirement System of Georgia.<\/span><\/a><span data-ccp-props=\"{&quot;335559739&quot;:80}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">They should email <\/span><a href=\"mailto:hrservices@westga.edu\"><span data-contrast=\"none\">hrservices@westga.edu<\/span><\/a><span data-contrast=\"auto\"> to schedule a retirement planning meeting well before their intended retirement date.<\/span><span data-ccp-props=\"{&quot;335559739&quot;:80}\">\u00a0<\/span><\/li>\n<\/ul>\n<h2>OneUSG Manager Self Service: Required Step<\/h2>\n<p><strong>This is mandatory for all resignations, terminations, and transfers.<\/strong><\/p>\n<ol>\n<li>Log into <a href=\"https:\/\/oneusgconnect.usg.edu\/\">OneUSG Connect<\/a>.<\/li>\n<li>Go to Employee Self Service \u2192 Manager Self Service.<\/li>\n<li>Click the My Team tile.<\/li>\n<li>Find the employee, click the green action button beside their name.<\/li>\n<li>Choose Job and Personal Information \u2192 Terminate Employee.<\/li>\n<li>On the next screen, confirm the correct employee is listed.<\/li>\n<li>Enter the Termination Date (first day they are not employed).<\/li>\n<li>Select the correct Reason from the dropdown.<\/li>\n<li>Click Next in the upper right corner.<\/li>\n<li>Add comments or attachments, like the resignation email\/letter, if needed.<\/li>\n<li>Click Submit. You\u2019ll see the request status and next approver.<\/li>\n<\/ol>\n<p>Still unsure? Reach out to HR at <a href=\"mailto:hrservices@westga.edu\">hrservices@westga.edu<\/a>.<\/p>\n<h2>Transfers<\/h2>\n<p>If the employee is moving to another department on campus, you\u2019ll still need to:<\/p>\n<ul>\n<li>Submit the termination info in OneUSG, just like a resignation or dismissal.<\/li>\n<li>Complete the UWG Termination Notification Form within 30 days of the change.<\/li>\n<\/ul>\n<h2>eCampus Offboarding Checklist<\/h2>\n<p>Whether it\u2019s a termination, resignation, or transfer, supervisors need to:<\/p>\n<ul>\n<li><span data-contrast=\"auto\">Complete HR forms: Include the resignation letter (if applicable) and separation PAR if replacing the employee.<\/span><span data-ccp-props=\"{&quot;335559739&quot;:80}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Fill out the eCampus <\/span><a href=\"https:\/\/form.asana.com\/?k=JrxNmXOU_f-4N9kPGYoF-A&amp;d=13105174335317\"><span data-contrast=\"none\">Termination &amp; Transfer<\/span><\/a><span data-contrast=\"auto\"> notice in the Knowledge Base.<\/span><span data-ccp-props=\"{&quot;335559739&quot;:80}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Return physical items to Stephen Chandler (keys, ID, apparel, gate remote, name tag).<\/span><span data-ccp-props=\"{&quot;335559739&quot;:80}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Return eCampus equipment (laptops, accessories, etc.) to ITS for reimaging or surplus.<\/span><span data-ccp-props=\"{&quot;335559739&quot;:80}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Conduct an exit interview to review files, workflows, and responsibilities.<\/span><span data-ccp-props=\"{&quot;335559739&quot;:80}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Notify ITS:<\/span><span data-ccp-props=\"{&quot;335559739&quot;:80}\">\u00a0<\/span>\n<ul>\n<li><span data-contrast=\"auto\">Submit a ticket requesting ownership transfer of all documents (Google, OneDrive, SharePoint, etc.).<\/span><span data-ccp-props=\"{&quot;335559739&quot;:80}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">If possible, have the employee make you a delegate or add you as a co-owner before they leave.<\/span><span data-ccp-props=\"{&quot;335559739&quot;:80}\">\u00a0<\/span><\/li>\n<\/ul>\n<\/li>\n<li><strong>Note: ITS cannot forward email.<\/strong><span data-ccp-props=\"{&quot;335559739&quot;:80}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Complete the UWG Termination Notification Form as soon as the last day is known (no later than 5 days after departure).<\/span><span data-ccp-props=\"{&quot;335559739&quot;:80}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Submit the \u201cTerminate List\u201d to ensure their accounts are disabled campus wide.<\/span><span data-ccp-props=\"{&quot;335559739&quot;:80}\">\u00a0<\/span><\/li>\n<\/ul>\n<p>[\/vc_column_text][\/vc_column][\/vc_row]<\/p>\n<\/div>","protected":false},"excerpt":{"rendered":"<p>[vc_row][vc_column column_width_use_pixel=&#8221;yes&#8221; 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