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It’s never easy to say goodbye to an employee regardless of the reason behind the departure but every farewell has its value. We want to make sure we are supporting and providing a good off-boarding experience for our employees.
It’s never easy to say goodbye to an employee regardless of the reason behind the departure but every farewell has its value. We want to make sure we are supporting and providing a good off-boarding experience for our employees.
Remember, a positive off-boarding process will leave a lasting impression, which will benefit Pitkin County overall. It also creates a space for employees to feel comfortable returning to the County in the future.
Remember, a positive off-boarding process will leave a lasting impression, which will benefit Pitkin County overall. It also creates a space for employees to feel comfortable returning to the County in the future.
When you are aware of a resignation, please inform the HR Department. As a Manager, you are responsible for the off-boarding steps below. Your employee is responsible for completing these resignation steps.
MANAGER OFF-BOARDING STEPS
MANAGER OFF-BOARDING STEPS
Communicate resignation to Human Resources
Human Resources will collaborate with the employee on off-boarding to include a survey and transition of their benefits.
Ensure Continuity of Operations
We recommend that the employee puts an out-of-office response on their e-mail to let others know they will be leaving and who to contact once they leave. An example is below.
Subject: Transitioning out of Pitkin County
Hello,
My last day with Pitkin County will be month, day and I will be working through then. After month, day please email department/person for a response.
Thank you,
Employee
Schedule a meeting with the employee to collect any transferable information needed for continuance of operations, such as:
List of important contacts
Useful resources/guides
Location of records
Status report of ongoing projects/tasks
List of future or outstanding projects/tasks
Review the Job Description
This is always a good time to review the job description of the position and make any changes before reposting the job. Work with your HRBP on this.
Revoke Access
This Delete User Request Form will notify the IT Department about removing access to programs, systems, etc.
Communicate Farewell and Celebrate
Communicate employee's departure to the team and schedule a farewell gathering to thank the employee for their service.
Recover County Assets
Manager's shall collect IT Equipment from the departing employee [e.g. Computer, Monitor(s), Keyboard/Mice, iPhone, iPad, Mifi, DUO token (if applicable) etc.]
Important: Please make sure the employee signs out of their Apple ID and removes the passcode from all mobile devices (e.g. iPhone, iPad). Click here for step-by-step instructions. If you have any questions, please contact help@pitkincounty.com.
Note I: Departments shall keep the IT equipment, rather than returning it to IT, if they plan to fill the vacancy in the near future and the equipment is still in good condition. Once the vacancy is filled, the equipment can be brought to IT for wiping/setting up for the new employee.
Note II: If the equipment should be turned in for repurposing elsewhere (e.g. older computer can be used as a loaner), please return it to IT.
Collect Bus Pass/Ski Pass - Return to HR
Collect Badge(s) for Building Access - Return to Facilities
Collect Uniform/Tools, if applicable
Collect P-Card - Return to Finance
Reassign P-Card Workflow
If your employee is approving p-cards for other employees, make sure you communicate who the new responsible employee is by emailing pcards@pitkincounty.com.
Update your Org Chart and Phone Directory
Such as: Pitkin County's Phone List on the PCIN, department external web page(s) and staff directory.
Give Thanks!
Thank the exiting employee and make sure they feel appreciated for their contribution.
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