EMPLOYEE TERMINATION CHECKLIST
Central Oregon Community College
(For Supervisor Use)
This checklist is designed to guide supervisors through the process of employee termination at Central Oregon Community College. It
should be reviewed with staff members prior to their departure.
Please send a completed copy of this form to the Office of Human
Resources (Newberry, Room #103) for placement in employee’s file.
Employee’s Name (print):
Title:
Supervisor’s Name (print):
Please check off items:
1. THE ITEMS IN THIS SECTION MUST BE COMPLETED WITHIN THREE WORK DAYS of receipt of
Notice of Voluntary Resignation
:
Provide a letter of resignation to the office of Human Resources (original or email to hr@cocc.edu). If a
faculty member, please also notify the VP for Instruction as well.
If the employee would like an “Exit Interview” with the Director of Human Resources, please instruct him/her
to call 541-383-7216 for an appointment.
Request employee to fill out a TALX form and return it to Payroll at his/her earliest convenience. The form is
online under Employee Login/HR Forms/Termination.
Request that the employee provide a written summary of projects to be transferred to other staff members to
ensure a smooth transition of work.
2. SECURITY On the effective date of termination, remove the employee’s authority to use central
administrative resources of the college:
Collect I.D. badge from employee, and return it to the Information office in BEC. Collect credit card(s), if
applicable.
Return all keys/access cards for buildings, suites, offices, laboratory, desk, files, cabinets, equipment,
vehicles, etc., to supervisor.
Terminate parking permit.
3. RETURN OF COLLEGE PROPERTY (on-campus and off-campus locations):
Equipment, furnishings, and supplies
PC’s/laptops and accessories, mobile phones and pagers
Books, journals, and other office literature
For instructional staff: Copies of all grade records in accordance with college policy
4. COLLEGE COMPUTER USAGE
Remove all personal/non-essential software from computers
Change all access passwords on office personal computers and other equipment
Request that the employee save all relevant documents to the appropriate department drive
Return all computer discs, tapes, etc.
Remove any COCC-licensed software from personal home computers
Identify location and access to all computerized information; e.g., computer passwords, telephones
For administrative staff: Contact ITS if emails need to be saved for compliance or legal reasons
5. FINANCIAL/PAYROLL ISSUES
Instruct the employee to contact Payroll, 541-383-7221, if there are questions regarding termination benefits,
or compensation for annual (vacation) leave earned, per the Administrative, Classified, and Confidential
Supervisory handbooks as follows:
Administrative (exempt employees)
Terminating employees are expected to give four (4) weeksnotice. Unused annual (vacation) leave
will be taken prior to termination date or compensated at the pleasure of the College. Compensation
of unused annual (vacation) leave is limited to 20 days. Requests to have unused annual (vacation)
leave compensation must be made in writing to the immediate supervisor four weeks prior to the date
of termination.
Confidential/Supervisory
Employees terminating employment are expected to give 10 working days notice. Employees who
provide adequate written notice (10 days) will be compensated for accumulated annual (vacation)
leave at the employee’s current rate of pay. Compensation of unused annual (vacation) leave is limited
to 20 days.
Classified
Upon giving adequate written notice (10 working days) of an employee’s intent to resign his/her
position at the College, the resigning employee in regular status will be compensated for accumulated
vacation at the employee’s current rate of pay.
Cancel employee’s enrollment to all internal and external subscribed courses, training, etc.
Advise employee to reimburse any outstanding tuition charges, overdue library loans, and bookstore charges
Reconcile outstanding payroll issues (advances, loans, overpayments, fines, etc.)
Complete and approve time sheet or prorate contract
Advise employee to contact HR Benefits Coordinator for health and optional benefit terminations and
portability
Terminate all signature authorization on- and off-campus
6. MAIL
Forward all employee mail as necessary to forwarding address as advised by terminating employee
7. OTHER/COMMENTS/Forwarding Address if applicable:
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
8. CHECKLIST COMPLETE Yes ___ No___
__________________________________________________________________ ____________________
Supervisor’s Signature Date
__________________________________________________________________ ____________________
Employee’s Signature Date
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