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Checklist for Supervisors of Separating/Retiring Employees

Please complete the following steps no later than your employee's last day of employment. Once complete, check off the steps on the printable checklist and submit to HR Records (hr-records@kent.edu) for separating staff, and Academic Personnel (academic_personnel@kent.edu) for separating faculty.

Printable Separation Checklist (PDF)

Step 1 - Submit Forms Regarding Separation

• Notice of Separation (NOS) workflow: Complete the Notification of Separation (NOS) workflow as soon as a separation notice or resignation/retirement letter is received from the employee. The NOS workflow should be completed for ANY employee leaving the university, including temporary or term employees. The NOS workflow is not to be completed for a transferring employee. To complete the NOS workflow, log in to Flashline, select Employee, then Workflows, then select "Notice of Separation" from the Employee Workflows menu.
• Letter of Resignation/Retirement: If your employee is resigning or retiring, please ensure that their letter of resignation/retirement has been sent to HR Records (for staff) or Academic Personnel (for faculty). This can be attached to the Notice of Separation workflow.
• Request for Sick Leave Conversion Form: Eligible retirees may submit a "Request for Sick Leave Conversion" form. This can also be attached to the Notice of Separation workflow.

Step 2 - Prepare for Email Access and Information Technology Changes

Please note the following items regarding email and technology access:

• Email accounts of employees who separate from Kent State University are deactivated. Exceptions include separating employees who are also students, alumni, or who hold Emeritus status.
• Separating employees will retain access to FlashLine in order to access W2s, paystub information and tax documents.
• If the separating employee’s department requests email forwarding to be established for business continuity, and the employee is a degreed alumni (two years or less post graduation) or a current student, the separating employee will be issued a new username. If a new username is issued, it is up to the department to notify the separated employee of their new username.
• If the separating employee's department is especially concerned with the protection of high risk data contained in the mailbox or cloud storage environments, there are other solutions available which can be discussed with Access Management.
• If the department requests any email access or data files, they will have 90 days to download them once they are shared.

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Complete information regarding information technology for separating employees is available here.

Step 3 - Outstanding Leave

Assure that all outstanding leave has been submitted and approved.

Step 4 - Outstanding Balances

Remind your employee to clear any outstanding accounts on campus (i.e., parking and/or library fines, etc.).

Step 5 - Collect University Property from Your Employee

• Collect their FLASHcard and return to the FLASHcard office, located on the first floor of the Kent Campus Student Center.
• Collect any parking permits or service permits and return them to Parking Services, located in the Schwartz Center.
• Collect university equipment or materials assigned to the employee, such as uniforms, tools, computer equipment, phones, laptops, etc.
• Collect any credit cards or purchasing cards and return to Accounts Payable.
• Collect any petty cash/change fund(s) assigned to employee and reconcile balance (if applicable).
• Collect any university keys (key card, building access) and deactivate access codes on any building access systems. Return metal keys and key cards to the UFM lock shop as soon as possible. If the employee is transferring within the University: Collect metal keys and return to UFM lock shop as soon as possible. The key card shall remain with the employee. If existing access needs to be removed, place a work request with the UFM Lock Shop. Also, deactivate code(s) on the building security access system(s) (if applicable). 

Step 6 - Prepare for Access and Permissions Changes

• Review workflow approver details. You may need to notify: Accounts Payable (expense reimbursement approver), the Division of People, Culture and Belonging (leave approver, PRA or ETW workflow approver), etc. (if applicable).
• Remove the employee’s authorized signature from budget(s), bank accounts, etc. (if applicable).