Updated Separation Process – Questions? Join us for Office Hours
As there are updates to the separation process, we understand you may have questions. The following office hours are available to help address any questions you may have:
Wednesday, July 16th 10:30am-11:30am
Tuesday, July 22nd 2:00pm-3:00pm
The campus separation process should be completed for the following employee groups who are separating employment from CSUCI, moving to a different department on campus, or have completed any sort of non-employee contract with the University:
- Faculty
- Staff
- Student Assistants and Instructional Student Assistants
- Special Consultants (if there is no additional appointment with the campus)
- Auxiliary Employees and Volunteers
Department Responsibilities
Complete the Department Separation Checklist.
The Department Separation Checklist provides departments with the following employment-related items that should be completed prior to the employees’ last day:
Employee Separation Form using Adobe Sign: This separate form and workflow can be found linked within the Department Separation Checklist. This form will provide Human Resources with the information needed to deactivate an employee’s job record and initiate their final check with Payroll Services. This form should be submitted within 2-3 days of receiving a resignation or retirement notice from an employee. Attachments of resignation or retirement notices should be included in the AdobeSign workflow.
Knowledge transfer worksheet: This document is an optional but useful tool to help managers and departments document the separating employees’ work and institutional knowledge.
Link to email CSUCI Separation Chair Group: This step helps your department notify the appropriate campus stakeholders of your employees upcoming separation. This campus group will provide you with information to ensure that the employee has returned all state property, been cleared of campus access/security, and much more. No attachments should be included in the separation email. When completing the Separation Chair Group email, please use the following format:
Link to complete Absence Management and Time and Labor entries in CHRS: Submissions by both employee and manager must be submitted as soon as possible to ensure final pay is issued on time and correctly.
Supervisory Change Form: This checklist item should be completed when an MPP with direct reports separates from the university. This link will take you to the campus supervisory change form which allows the department to decide who will oversee any campus staff that will need to report to someone new. Once HR receives this completed documentation, it will be processed within position management and it will update the employment records to ensure there are no gaps in time approval or reporting.
Separation Clearance Items: The separation clearance items will be located as the final step for the requestor to fully complete the process before it gets signed by the department manager. This section is to be completed as separation responses are received from the email sent to the CSUCI Separation Chair Group. If an item does not apply to the employee who is separating, the department may mark “N/A” on any section it may apply to. It is the department’s responsibility to ensure all state issued property is returned before or on the employees’ last day.
Once tasks and clearances are completed on the separation checklist, the department should retain the form for tracking purposes.
FAQs
Employee Separation FAQs - answers to common questions
Questions?