Transfer or Separation from Employment
Date of Current Revision: March 2014
Responsible Officer: Director of Human Resources Secondary Officers: Assistant Vice President for Information Technology, Director of Payroll
This policy protects the university's interests by establishing procedures for supervisors, Human Resources(HR), Student Work Experience Center (SWEC), Information Technology(IT), Payroll Services and other departments to use in ensuring that proper security is maintained when an employee transfers or separates from university employment.
The Board of Visitors has been authorized by the Commonwealth of Virginia to govern James Madison University. See Code of Virginia section 23-164.6; 23-9.2:3. The Board has delegated the authority to manage the university to the president.
Any person employed by JMU in any capacity
An action that results in the employee ceasing the employee/employer relationship with the university.
An action that results in an employee of the university moving from one position to another, either voluntarily or involuntarily.
This policy applies to all university employees.
When an employee is no longer employed by the university, or moves from one position to another, action by the department from which the employee is transferring or separating must be taken to ensure that the transfer/separation process protects the university's rights, security and property. It is very difficult to retrieve property and information after an employee separates from the university. Therefore, supervisors are responsible for ensuring immediate compliance with this policy before the employee leaves the university.
6.1 Procedures for supervisors of separating employees:
6.1.1 Submit a Personnel Action Request to HR or SWEC as soon as the supervisor becomes aware of the employee's separation.
6.1.2 Collect university property including, but not limited to electronic equipment, JACard, small purchase and travel card, keys, parking permit (which must be returned to Parking Services), uniforms, etc. from the separating employee.
6.1.3 Notify the following departments:
- Accounts Payable, 8-7396
- Building Coordinator for office occupant updates
- Card Services, 8-6446
- Lock Shop, 8-6796, firstname.lastname@example.org
- Residence Life, 8-7576, email@example.com
- Parking Services, 8-3300, firstname.lastname@example.org
- University Advancement, 8-5042, email@example.com
6.1.4 Submit a request to terminate the separating employee's central systems access (e.g., Student, HR and/or Finance); network file storage access; Exchange distribution groups, resources, shared departmental mailboxes and calendar access; and other systems access. A request for each system the employee has access to must be submitted.
6.1.5 Academic unit heads shall obtain grade records for the preceding academic year from separating faculty in accordance with Faculty Handbook section III.A.2.b.(15).
6.2 Procedures for supervisors in the department from which the employee is transferring:
6.2.1 Collect university property including, but not limited to electronic equipment, small purchase and travel card, keys, uniforms, etc. The transferring employee keeps his or her JACard and parking permit.
6.2.2 Notify the following departments:
6.2.3 Submit a request to remove or terminate the employee’s central systems access (e.g., Student, HR and/or Finance); network file storage access; Exchange distribution groups, resources, shared departmental mailboxes and calendar access; and other systems access. A request for each system the employee has access to must be submitted.
6.2.4 For classified employees, an Interim Performance Evaluation should be completed prior to departure if, after six months into the performance cycle, an employee transfers, promotes or demotes into a new position with a different supervisor within an agency or between state agencies. Interim evaluations should be maintained in supervisors’ documentation files to be used when the annual evaluation is completed. The employee's new supervisor should consider this information in assessing the employee's performance at the end of the performance cycle. Reference Policy 1305-Performance Evaluation for Classified Employees, section 6.4.
6.3 Procedures for the supervisor of the department the employee is transferring into:
6.3.1 Submit a Personnel Action Request to HR or SWEC as soon as the supervisor becomes aware of the employee’s transfer.
6.3.2 Disburse university property for the new position, such as electronic equipment, keys, uniforms, etc.
6.3.3 Notify the following departments:
6.3.4 Submit a request to initiate the transferring employee's central systems access (e.g.; Student, HR and/or Finance); network file storage access; Exchange distribution groups, resources, shared departmental mailboxes and calendar access; and other systems access as required. A request for each system to which the employee needs access must be submitted.
6.3.5 The employee's new supervisor should consider information provided by the former supervisor on an Interim Performance Evaluation when assessing the employee's performance at the end of the performance cycle. Reference Policy 1305-Performance Evaluation for Classified Employees, section 6.4.
6.4 Procedures for Human Resources upon receipt of an employee’s separation Personnel Action Request:
6.4.1 Forward the Personnel Action Request to Payroll Services after processing through HR.
6.4.2 Run an exit clearance query and a query to notify supervisors of their responsibilities.
6.4.3 Send the exit clearance query (via email) to the following offices:
- Accounting Services
- Accounts Payable
- Business Services (Computer Loan Program)
- Card Services
- Financial Services
- IIS Security
- Libraries & Educational Technologies
- Mail Services
- Parking Services
- Procurement Services
- Residence Life
- Sponsored Programs
- Technical Services
- University Advancement
- University Business Office
6.4.4 Send a Benefits Information for Exiting Employees memorandum to separating full-time employees. This memo includes information concerning the following:
- A reminder that all university property shall be returned to the employee's supervisor before leaving the university;
- Health insurance and COBRA information;
- Life insurance, long-term disability and tax-deferred annuities.
6.4.4 Send the separating employee's supervisor a link to the Checklist for Supervisors of Transferring or Separating Employees to notify the supervisor of their responsibilities under this policy.
6.4.5 Contact managers of supervisors who fail to provide timely Personnel Action Requests.
6.5 Procedures for Human Resources upon receipt of an employee’s transfer Personnel Action Request:
6.5.1 Forward the Personnel Action Request to Payroll Services after processing through HR.
6.5.2 HR will email the former supervisor and the new supervisor informing them of their responsibilities under this policy concerning transfers.
6.6 Procedures for SWEC upon receipt of a student employee’s or GA’s separation or transfer Personnel Action Request:
6.6.1 Forward the separation Personnel Action Request to Payroll Services after processing through SWEC.
6.6.2 Contact managers of supervisors who fail to provide timely Personnel Action Requests.
6.7 Procedures for departments receiving notification of separations or transfers:
6.7.1 Departments receiving separation or transfer notification are responsible for taking appropriate actions before the employee's separation or transfer date.
Supervisors have primary responsibility for adherence to this policy by closely and quickly overseeing the process of their employee’s transfer or separation. Supervisors are responsible for ensuring that HR or SWEC is notified of a separation as soon as they first become aware of an employee’s transfer/separation. Supervisors are responsible for ensuring that HR or SWEC receives the separation Personnel Action Request. (Exceptions to this exist when the separation date was submitted at the time of hire, in other words – the employment agreement has a beginning and end date.) Supervisors are also responsible for collecting university property from the employee being transferred/separated and sending notifications as specified in this policy.
HR or SWEC will contact the managers of supervisors who fail to provide timely notifications (including timely submission of the Personnel Action Request).
HR or SWEC will process the transfer/separation Personnel Action Request upon receipt and forward it to Payroll Services for further processing to facilitate the transfer or the timely distribution of termination pay.
HR will notify the offices listed in section 6.4.3 when employees (including student and wage employees) separate. HR will also provide notification to the transferring/separating employee’s (including student and wage employees) current supervisor and /or new supervisor concerning their responsibilities under this policy. Supervisors of employees are required to complete the Checklist for Supervisors of Transferring or Separating Employees upon notification of the separation date.
All departments that receive notification of an employee's transfer or separation are responsible for taking necessary actions on or before the employee's transfer or separation date.
Information Technology is responsible for ensuring, once notified, that the separating employee's access to all university technical accounts and data is ended in accordance with this policy.
Sanctions will be commensurate with the severity and/or frequency of the offense and may include termination of employment.
This policy does not apply to adjunct faculty who are expected to return to the university. (Separation procedures differ for adjunct faculty because of the unique nature of their employment.) For instance, because the majority of adjunct faculty for whom separation Personnel Action Requests are submitted to HR have agreed to return to their part-time assignment the following semester, system access will not be removed until 120 days following the separation date indicated on the Personnel Action Request. This will allow adjunct faculty to retain access to email, course websites, Blackboard/ Canvas and other relevant systems.
Employees may retain access to some or all services because of their continuing status as a student.
The employee's access to the MyMadison and email systems will usually end 30 days after the effective date of separation indicated on the Personnel Action Request. However, all access to university-wide systems may be terminated immediately when an employee is terminated for cause, or when it is otherwise deemed to be in the best interest of the institution to terminate an employee’s access. In this case, HR or SWEC will contact IT for immediate systems termination.
Authority to interpret this policy rests with the President but is generally delegated to the Director of Human Resources.
Previous version: February 2013
Approved by the President: January 2009