Human Resources Policies
HR102 Separation and Transfer Protocol
Policy Steward:Vice President for Human Resources>
POLICY'S INITIAL DATE: March 11, 2014
THIS VERSION EFFECTIVE: March 11, 2014
- Individuals Covered by This Policy
- Responsibilities of Supervisors & University Contacts
- Responsibilities of Covered Individuals Separating from University Employment/Engagement
- Responsibilities of Covered Individuals Transferring within the University
- Considerations for Students
- Considerations for Retirees
- Considerations for Emeritus Retirees
- Related Documents
- Cross References
This policy establishes University expectations for processing separations and transfers of covered individuals. The intent of the policy is to ensure that all University property is retrieved and that access to University facilities and systems is appropriately restricted at the time of the separation or transfer of a covered individual. Whenever possible, supervisors/University contacts and covered individuals will work together in a collaborative effort to ensure a smooth transition in the event of a separation or transfer. However, supervisors/University contacts bear ultimate responsibility for ensuring compliance with this policy.
Any individual currently employed or engaged by Penn State in any capacity including, but not limited to, the following positions:
- Academic Administrators
- Faculty (including Adjunct Faculty)
- Technical Service
- Part-time and Temporary Employees not sponsored by a staffing agency (wage payroll)
- Graduate Assistants
- Graduate and undergraduate student employees
- Post-Doctoral Scholars
- Work study students
- Interns (paid or unpaid)
- Visiting Scholars
- Third-party employees such as consultants, contractors and temporary staffing agency employees who conduct their work on Penn State premises and are given key or card access to University systems or facilities
- Any individual given key, card, or electronic access to University systems or facilities
For the purposes of this policy, separation shall include any voluntary or involuntary cessation of the employment or engagement of the covered individual with the University. Examples of separations include, but are not limited to, resignation, retirement, dismissal, expiration of a Fixed-Term contract, completion of a third-party contract for services, discontinuation of services by a student or temporary employee, and layoff.
For the purposes of this policy, transfer shall include transfers from one position to another within an established work unit as well as transfers from a position within one work unit to another work unit within the University.
For the purposes of this policy, University contact shall be any University employee who oversees the employment or engagement of a covered individual.
For the purposes of this policy, supervisor shall be any employee charged with supervision of the employment or engagement of any covered individual.
As soon as a supervisor/University contact becomes aware of a covered individual's impending separation or transfer whether voluntary or involuntary, the supervisor/University contact shall notify the area Human Resources Representative of the covered individual's departure and projected last day of work. In addition, appropriate notifications must be made to the area Financial Officer and Information Technology Manager/Director.
Prior to the covered individual's last day of employment/engagement or transfer, the supervisor/University contact is responsible for ensuring that all time sheets and or attendance records are complete and accurate, purchasing cards are terminated, travel reports are settled, any advances such as payroll advances are collected, that all pertinent materials on the individual's computer have been moved from the individual's local drive to a shared drive, and collecting all University-issued property from the individual. For transfers, appropriate changes to relevant approval paths, any direct bill authority, and the default budgets for any purchasing cards must be arranged.
The supervisor/University contact shall coordinate with the area information technology (IT) manager/director and the area Human Resources Representative to ensure that all access to area-specific and University-wide electronic systems and/or databases are appropriately restricted and/or terminated. Examples of such systems include but are not limited to IBIS, ISIS, Payroll, and attendance systems. In addition, the supervisor/University contact shall request that the covered individual take reasonable steps to remove any information belonging to the University which may be housed in third party applications with which the University holds no contract, (e.g. document repositories, etc.). The supervisor/University contact shall also request that the covered individual take reasonable steps to surrender access to University information to which they are no longer entitled, (e.g.. listservs, wikis, etc).
The supervisor/University contact is also responsible for coordinating with Telecommunications and Network Services (TNS) to ensure that all telephone and voice mail access is appropriately restricted and reassigned.
The following checklist must be completed by the supervisor/University contact or his/her designee at the time of all separations or transfers and returned to the area Human Resources Representative for proper retention:
In addition to the above checklists, Department Heads should review the following prior to the departure of a research-active faculty member:
When separating from University employment/engagement, it is the responsibility of the covered individual to meet with his/her supervisor/University contact to provide him/her with all University property issued to him/her over the course of his/her employment/engagement with the University.
EMAIL & TELEPHONE:
Prior to the last day of employment/engagement it is the responsibility of the covered individual to coordinate with his/her supervisor/University contact to ensure that, if necessary, an appropriate autoreply has been activated on his/her email account informing inquirers that the individual is no longer reachable at that email address and directing any and all inquiries to the appropriate contact within the work unit. The covered individual is also responsible for clearing all voicemail messages from his/her voice mailbox and coordinating with his/her supervisor/University contact to ensure that all telephone calls are answered and/or forwarded to the appropriate phone line.
RETURNING UNIVERSITY PROPERTY:
Prior to a covered individual's last day of University employment/engagement, it is his/her responsibility to return to his/her supervisor/University contact any and all keys, access cards, ID cards, second factor authentication token, parking passes and all other University property or equipment which has been issued to him/her over the course of his/her employment/engagement.
When transferring from one position to another within a work unit or from one work unit to another within the University, it is the responsibility of the transferring individual to meet with his/her current supervisor/University contact to provide him/her with all University property issued to him/her over the course of his/her employment/engagement with the University and which will no longer be used by the covered individual in his/her new role.
EMAIL & TELEPHONE:
If the transferring individual's email and telephone number will be changing as a result of his/her transfer, it is his/her responsibility to coordinate with his/her supervisor/University contact to ensure that an appropriate autoreply has been activated on his/her email account prior to his/her last day of work with his/her current unit. A transferring individual is also responsible for clearing all voicemail messages from his/her voice mailbox and coordinating with his/her supervisor/University contact to ensure that all telephone calls are being answered or are forwarded to the appropriate phone line.
RETURNING UNIVERSITY PROPERTY:
Prior to a transferring individual's last day of work with his/her current unit, it is his/her responsibility to return to the supervisor/University contact any and all keys, access cards, ID cards, parking passes and all other University property which has been issued to him/her over the course of his/her employment/engagement, which is specific to that work area and will not be used in the course of his/her employment in the unit to which he/she will be transferring. In most circumstances, a University issued ID and Access Account will not need to be surrendered for an individual who is simply transferring employment within a work unit or within the University.
Students will continue to maintain an Access Account and an email address following separation from University employment/engagement.
An individual who is eligible for retirement under HR54 may choose to obtain a retiree identification card from the ID office should he/she decide to do so. All retirement paperwork must be processed in IBIS in order for the ID office to issue a retiree ID.
An individual who is eligible for emeritus rank under AC25 may obtain an emeritus retiree identification card from the ID office should he/she decide to do so. All retirement paperwork must be fully processed in order for the ID office to issue an emeritus retiree ID.
Questions regarding the information contained in this policy should be directed to a covered individual's Human Resource Representative. For guidance regarding the interpretation of this policy please contact the Employee Relations Division of the Office of Human Resources at (814) 865-1412.
HR05 - "Regular" and "Nonregular" University Employees
HR06 - Types of Appointments
HR07 - University Appointments without Remuneration
AC25 - Emeritus Rank
HR29 - Voluntary Phased Retirement
HR34 - Employment Conditions for Staff Employees
HR55 - Things to Know When Leaving University Employment
HR57 - How to Determine Effective Dates of Employment or Termination for Employees Paid Monthly (Except Academic)
HR63 - Faculty and Staff Transfers Within the University
HR78 - Staff Employee Failure to Meet Acceptable Standards of Performance
HR97 - Layoff Provisions for Staff Employees
Date Approved:February 18, 2020>
Date Published:February 18, 2020>