County Services Employee Separation Check List

Employee Name:

Employee University ID#:

Employee University email address:

Employee forwarding address (email & mail):

Supervisor Name:

Department:

Separation Date:

Employee /
ISU / Complete Notice of Resignation form on the Human Resources Forms Page, submit to supervisor.
ISU / If retiring, complete Application for Payment of Unused Sick Leave. Submit to supervisor.
ISU / Check In/Return university property.
ISU / Pay any outstanding university bill.
ISU / Turn in Parking Permit to Department of Public Safety, Parking Division, 27 Armory Building.
ISU / Contact the Benefits Office for questions on insurance and retirement plan 515-294-4800, if applicable.
ISU / Update home address through AccessPlus for future university correspondence.
ISU / Complete final leave report.
ISU / Submit final travel and non-travel reimbursements (by end of last day of employment if possible).
Prog. / Provide personal email to be included in the email response to correspondents for up to 6 months after your separation date.
Prog. / Leave with appropriate staff any key contact information for committees/boards serving on.
Prog. / Update county website, phone messages, offices, updates to clients as appropriate.
Prog. / Schedule meeting with supervisor for exit interview process.
Human Resources /
ISU / Obtain Notice of Resignation form from employee. Submit form to ISUEO HR.
ISU / Collect Application for Payment of Unused Sick Leave form from employee (if retirement) and process. Submit to ISUEO HR.
ISU / Initiate the EPA with reason for separation and vacation payout, as appropriate.
ISU / Submit final leave.
ISUEO / Notify ISUEO HR of direct reports of the employee for a supervisor change in record.
Prog. / Update personnel spreadsheet.
Prog. / Review with the employee the status of sponsored funded financial reports. Notify funders as necessary regarding change in key personnel.
Information Technology /
ISU / Collect all university computers, computer equipment, accessories, totes, etc.Ensure inventory is accurate.
ISU / Provide departmental email to be included in the email response to correspondents for up to 6 months after an employee’s separation date. Respond to email from ITS prior to employee’s term date or contact the Solution Center for assistance if the term date has passed.
ISU / Complete the Administrative Systems Request to remove services, such as ADIN, MS Query (RACF).
ISUEO / With Employee, determine any computer files and/or accesses to be transferred to someone else, archived, or deleted. If off campus, determine where files should be delivered, when, where to store, etc. Check if there are any other distinct websites for which the employee is responsible for. If unsure, work with EIT for assistance. List of places to check for computer files:
  • Shared (R: or S:) drive
  • Network private drive (U: drive)
  • Local computer (desktop, c:\temp, etc.)
  • Field: Backup external HD
  • CyPoint
  • CyBox (iastate.box.com)
  • Sponsored net-ID’s
  • Electronic mailing lists
  • Social media accounts (business)
  • Other (this may include Qualtrics surveys, Adobe Cloud services, other Cloud services, etc.)

ISUEO / Determine if a business email is to be included in the email response to correspondents for up to 6 months after the separation date through notification email from ITS about suspension of Net-ID.
Office /
ISU / Collect P-card and destroy and contact Lesley Lackore () to cancel the card.
If employee has a University American Express Card, contact Cheryl Ervin to cancel the card.
ISU / Collect office keys (ISU and external offices) and keycard. Return keys to Facilities Planning and Management, as appropriate. Deactivate the building access card. Identify location of keys for office desk, filing cabinets, etc.
ISU / Collect cell phone and accessories. Forward phone calls to supervisor for a period of time (to be determined with supervisor) then cancel cell phone plan.
Prog. / Update organizational charts, pandemic phone tree, mailing lists, webpages, etc.
Supervisor /
ISU / Account for and verify return of ISU property:
____ Laptop/Computer/Accessories
____ Cell Phone and Accessories
____ Lab Equipment
____ Safety Equipment
____ Tools
____ Library property
____ Keys
____ P-card
____ Other #1
____ Other #2
____ Other #3
ISU / Remind employee that they need to be in work status on their final day, e.g. not on leave. This is in accordance with the ISU policy -
ISUEO / Change contact in ISUEO program catalog.
Prog. / Review effort to be noted on EASE reports.
Prog. / Identify committees/boards/professional organizations employee is serving on.
Prog. / Determine transition of programming provided by employee to other staff.
Prog. / Perform exit interview.

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