Human Resources Service Center

Separation Process FAQs

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  • I did not get a response from a clearance center.

    Contact the clearance center, either by phone or email, for confirmation of clearance.

  • How do I treat FERP employees?

    When a faculty retires and their employment status changes to FERP, they must go through the entire separation process. They need to turn in their ID card. (The President's Office sends them a letter that instructs them to obtain a new ID card reflecting their "retired" status.) If they have a permanent parking permit, it must be returned. Parking permits are available to FERP employee.

    Faculty keys should be returned for the period they are not teaching. Keys can be returned to the department to hold during that time if CLEARANCE is granted by the Key Shop. Clearance by the Key Shop required before you can sign off for keys on the Separation Clearance form. If something comes up during their off time and the employee does not return, the department can return the keys to the Key Shop. The department may be liable for the lost key fees if they are not returned.

    Since FERP faculty do not go through an exit interview, employees must go to Human Resources Services Center, Kendall 220 to ensure everything is in place for benefits, etc.

  • I have a FERP employee ending FERP status. What do I do?

    Follow the separation procedures and under intent to rehire, indicate “N”.

  • Do I separate volunteers employees?

    State assets should not be checked out to a volunteer however if campus services have been provided to volunteer such as Wildcat Card and Campus e-mail then Separation Clearance form needs to be completed.

  • If an employee is moving from State employment to Foundation, is it necessary to initiate the separation clearance process?

    Yes, the employee will no longer be on State payroll and must go through the formal separation clearance process.

  • How are computer accounts and e-mail cleared? I don’t see them on the Separation Clearance form?

    When an active job data row or person of interest record no longer exists in PeopleSoft it results in all affiliations being lost in Account Center. Account Center automatically disables some account access such as email and also generates a ticket to Information Technology Support Services (ITSS) to remove additional access that requires manual intervention.

  • How do I process someone who leaves abruptly?

    Send the ANSE as soon as possible using the actual departure date. Prepare the Separation Clearance Form and send to Employment Services.

  • If I send the Notice of Separation email, do I still need to fill out a Staff Action Form or Academic Change Form?

    Yes, the Separation Clearance Process is just one portion of helping an employee exit the campus. Please continue to complete the appropriate Staff Action Form or Academic Change form for the employee and submit to the appropriate office.

  • How can I save the Notice of Separation email in my Department's Box folder?
    1. After you send the Notice of Separation email, navigate to your Outlook Sent Items folder and open the email you just sent.
      Outlook screenshot of Sent Items folder
    2. Choose File
      Choose file
    3. Select Save As Adobe PDF
      Save as Adobe PDF
    4. Navigate to the folder you want to store the document in, name it accordingly and click Save.
      Name file and save