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Employee Offboarding Process

Effective offboarding is a critical part of the employee lifecycle and ensures a smooth transition for departing employees, their remaining colleagues and the supervisor. The below resources are provided for voluntarily separating employees and their supervisors.

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The Offboarding Process

To ensure a smooth offboarding process, the employee, supervisor, department, Shared Services Center (SSC) and Talent and Culture representatives all play key roles. Several tasks must be completed as soon as notice is given and continuing until the employee’s last day of work. The resources and information provided here will ease the transition for both the employee and the department.

  1. Supervisor obtains the resignation letter or notice of retirement plans from the employee.
  2. Supervisor provides the employee with written confirmation of receipt of letter and reiterates their last physical date of employment.
  3. Supervisor immediately notifies SSC-Time Collection at ssc-timecollection@mail.wvu.edu ( HSCSharedServicesCenter@hsc.wvu.edu for Health Sciences Center employees) so time-sensitive actions can be initiated. This must be completed within 24 hours of the employee’s notification.
    • In the email, provide a copy of the resignation letter, employee’s full name, employee’s personal email address (if known) and last physical date of employment.
    • If the employee has a PCard or access to approve financial, HR or payroll data in WV Oasis, this should also be indicated in the email.
    • If the employee is benefits-eligible, the supervisor should indicate how they want their remaining annual leave paid out – either in a lump sum payment or remaining on payroll until the leave balance is exhausted.
  4. SSC-Time Collection completes the electronic termination form for the supervisor, which will trigger the electronic exit interview to be sent to the employee and the employee offboarding form to be sent to the supervisor.
  5. Supervisor should then:
    • Complete tasks on the employee offboarding form during the last week of employment;
    • Encourage the employee to complete the electronic exit interview;
    • Ensure a knowledge transfer plan is in place, which may include information on the status of teaching, projects, committee involvement, processes, etc. Ensure data is transferred to an accessible and secured shared drive; and
    • Review ITS Access Termination for Departing Employees policy.
  6. Supervisor should plan with the departing employee on how and when the news of their departure will be shared with their department/unit.
  7. Additional considerations for the supervisor and employee include:
    • If the employee supervises other employees, submit a "change of supervisor" request to Shared Services.
    • Create appropriate automatic reply email messages and forwarding rules for the individual’s email account.
    • Update their outgoing voicemail message and forward phone calls accordingly.
    • Plan for temporary coverage of the departing employee’s workload.
    • Update contact lists, websites and org charts.
    • Coordinate a respectful farewell, which could include a card signed by immediate team members, goodbye lunch or parting gift to wish the employee luck in their next job/retirement. Consult with the employee to learn their desires related to a goodbye event, such as a party, lunch, etc.
  8. Finally, on the employee’s last day, the supervisor should collect University property that must be returned.

Resources for Supervisors

Resources for Resigning Faculty and Staff

FAQs

Have questions? View frequently asked questions for offboarding and exit interviews.

View FAQs