Use the information on this page to facilitate a seamless and successful transition when a team member leaves the University or transfers to a different department or division.
Outgoing Responsibilities
Consider what responsibilities and tasks should be given to the outgoing employee. Ask yourself:
- What tasks can stop or pause while the position is vacant?
- What tasks will be finished by the employee before they depart?
- What tasks need to be relegated during the transition?
Some examples include administrative tasks, like approving payroll, or managerial duties such as supervision of a direct report.
Ensure all University property (keys, technology, P-Cards, etc.) has been returned and remove the outgoing employee’s access to any necessary University, software, buildings and/or services.
Ensure the outgoing employee sets up an out-of-office message in their Microsoft Outlook account and voicemail with instructions on who to contact in their absence and how.
Connect the departing employee with the exit information regarding their employee benefits. The one-page document can be found on the manager’s toolkit.
If appropriate, recognize the employee’s contributions and celebrate their service. More information for UA policy on employee offboarding can be found on the manager’s toolkit.
Once the outgoing employee has fully departed, work with your department head and Student Life HR Business Partner to evaluate the position description if this position will be reposted.
Maintain timely communication
Create a clear timeline for the offboarding process and include clearly stated steps for both the manager and employee. Communicate this timeline with key stakeholders.
As the hiring manager, this is a good time to check your knowledge and access to important documents (contact sheets, training materials, UA+Box documents, other shared files, etc.).
You should also review the academic and annual calendar with the outgoing employee to ensure an effective transition.
Rebuild Morale
Losing a team member can be a serious detriment to team morale. Regularly check in with your remaining employees to ensure strong and open communication regarding the transition period and plans moving forward for the position and unit/department.
