CIP EXIT CHECKLIST

 

The Job | Communication | Physical Surroundings

Technology

 

The purpose of the CIP Exit Checklist is to close the professional connection of the employee with the CIP Team structure, the Central University Library organization, and Southern Methodist University. It also facilitates the initiation of a new employee for the same position. The items on the CIP Exit Checklist may be initiated at the time the employee resigns. It is the joint responsibility of the Team Leader(s), the Supervisor, and the terminated Employee to ensure that the CIP Exit Checklist is completed by the last week of employment.

 

Name:

Teams:

Terminating Date:

 

 

ITEM

Subdivision

Script notes

PERSON RESPONSIBLE

DONE

The Job

 

 

 

 

Position duties

Letter of resignation to supervisor

Include date of final working day in letter

Staff member

 

 

Inform Library Dean, CUL HR dept., and SMU HR

 

CIP Director

 

 

Give copy of exit checklist to staff member and supervisor

 

CIP Director

 

 

Submit Help ticket for LITDI

Include employee’s name and last day of work

Supervisor

 

 

Announce departure to CIP staff via email

 

CIP Director

 

 

Review position description

Review position and duties in relation to current staffing needs and adjust as needed

CIP Director, in collaboration with Dean,  Team leaders, staff member

 

 

Rewrite or edit position description and job evaluation form, as needed, and begin process of filling position

May need to request latest job evaluation form from SMU HR dept.

CIP Director

 

 

Submit job description to EC

 

CIP Director

 

 

Communicate status of pending work and on-going assignments that must be delegated.

Staff member reports to Team Leader/s.

Staff member

 

 

Notify all work-related committees and professional contacts

 

Staff member

 

Exit Interviews

Human Resources

Staff member makes appointment, submits final leave report to HR and provides a copy to supervisor

Staff member

 

 

Library Director (optional)

Staff member makes appointment if desired

Staff member

 

 

Supervisor

Staff member makes appointment if desired

Staff member

 

 

Staff Orientation WG (optional)

Make appointment

CIP Orientation W.G. member

 

Team Membership

 

Update team chart on CIP web site

Administrative Assistant

 

Communication

 

 

 

 

Telephone use

Voice mail

Reset options

Staff member

 

 

Long distance

Make arrangements for payment of outstanding bills

CIP Director

 

E-mail

Unsubscribe (except for retirement)

Library listservs, etc.

Tech Team / LITDI

 

 

 

Listservs (personal)

Staff member

 

 

Send reminder to remove name from email distribution lists

 

CIP Director

 

Mail

Remove name tag

CIP staff mail box

Administrative Assistant

 

 

Provide forwarding address or contact information

Provide to CIP Director

Staff member

 

 

Physical Surroundings

 

 

 

 

CIP seating chart

Update chart

CIP Orientation Manual

CIP Orientation W.G.

 

Work areas clearance

Clear files and personal items from workstation & tidy desk & cubicle area

Resources purchased by SMU remain property of SMU

Check with Team Leader for what needs to remain for next occupant

Staff member, 

Team Leader

 

 

Take or discard name plate

Personal workstation

Staff member

 

 

Clear personal items from Staff Kitchen, CIP refrigerator & coat closet in back room

 

Staff member

 

 

Update Staff "In & Out" board

 

Administrative Assistant

 

Supplies

Return unused supplies

CIP Conference Room storage closet

Staff member

 

Building Access/Security

Return desk & building keys

 

Administrative Assistant

 

Library

Return borrowed materials

Pay any fines

Staff member

 

Technology

 

 

 

 

 

Software

Clear Voyager security

 

LITDI; Tech Team

 

 

Transfer work related files to appropriate team folders

On V:\ drive, leave back-ups on PC or other storage media

Staff member; Tech Team;

LITDI

 

 

Clear all personal files from PC

Including favorites/bookmarks

Staff member

 

 


 

 

 

cil 05/14/2009

 

 

This page is maintained by CIP Tech Team.

Last updated 05/19/2009