Offboarding (Departing Employees)

This policy and these procedures apply to NKY Health employees who are separating from service.

The purpose of this policy is to:

• Minimize the disruption when an employee separates from service at NKY Health. 

• Ensure consistency with offboarding employees who are separating from service at NKY Health.

• Assure that appropriate documentation is on file. 

When an employee tenders a resignation/notice of retirement and losing that employee would hinder NKY Health’s business operations, please try to persuade them to reconsider by pointing out the advantages of continuing to work at NKY Health and the disadvantages of leaving. 

When an employee tenders a resignation/notice of retirement and losing that employee would not significantly hinder NKY Health's business operations, then please accept their notice as soon as possible. 

When the employee is a contract employee, please remind them of the terms of their contract. A contract employee must fulfill the terms of their contract.

If the employee still wants to resign/retire then please try to negotiate the latest resignation/retirement date and follow the procedures outlined herein. 

Refer to Section 8.1 of NKY Health's Guide to Personnel Policies for details about notice requirements.

Please follow these steps to accept a notice of resignation/retirement from a merit system employee:

1. Obtain the employee’s notice of resignation/retirement in writing and have them sign it. (A printed email with a signature is sufficient.)
   
   

2. Check the signed notice to make sure it includes both of the following:

   • The date the notice was given to you

   • The effective date of the resignation/retirement 
     
     (NOTE: The effective date must be the last day an employee will actually work and must be an NKY Health business day unless the employee is retiring through Kentucky Public Pensions Authority (KPPA). Retirements through KPPA normally are on the last day of the calendar month the employee works. Please contact Human Resources to discuss any exceptions before accepting the notice.)
     
     

3. Send the signed notice as a .PDF file to hr@nkyhealth.org.

4. Complete and submit the Accept Resignation / Retirement Memo Form - Merit System Employee form below to prepare a memo of acceptance of the employee's notice of resignation/retirement and follow up to ensure the employee acknowledges receipt of the memo.

Please follow these steps to accept a notice of resignation/retirement from a contract employee:

1. When the employee is choosing not to renew a contract when it ends, obtain a  written and signed notice of her/his intent to not renew.
   
   When the employee is terminating the contact early, obtain written and signed notice of their intent to terminate the contract early. Note that most NKY Health employment contracts require a  30-day notice.
   
   

2. Check the signed notice to make sure it complies with the terms of the contract (usually 30 days notice) and that it includes both of the following:

   • The date of notification

   • The date the contract ends or the effective date of the early termination, whichever is applicable.

3. Send the signed notice as a .PDF file to hr@nkyhealth.org and to purchasing@nkyhealth.org.

4. Complete and submit either the Accept Notice of Resignation/Retirement for EARLY Termination of Contract form or the Accept Notice of Resignation/Retirement for NON-RENEWAL of Contract form (whichever is more appropriate) below to prepare a memo of acceptance of the employee's notice and follow up to ensure the employee acknowledges receipt of the memo.

To notify a contract employee that their contract will not be renewed when it expires or that their contract is being terminated early, please complete and submit the appropriate form below to prepare a memo and then follow up to make sure they acknowledge it.

Following are procedures for offboarding a departing employee:

1. Notify them that Human Resources (HR) will send an exit packet with information about completing an exit interview questionnaire.

2. Encourage them to complete the exit interview questionnaire with candid and detailed responses when they receive the information from HR. 

3. As soon as the employee gives notice, put in place a transition plan (Refer to the "Spreadsheet for Transition Plan" for a tool that may help you.)

4. On or near the employee’s last day at work, walk through “Supervisor Checklist for Departing Employee” with the employee then scan it as a .PDF and email it to hr@nkyhealth.org.

5. Work with Information Systems staff to retain emails, voicemails, electronic files etc. 

6. Clean out the employee's workspace.

6/8/2023

• Added Revision Log

4/12/2024

• Made all pronouns gender-neutral