Offboarding

How to Start the Offboarding Process

Once an employee notifies their intent to leave the University, they must provide their supervisor with a resignation letter indicating their last day. The supervisor should end that letter to Separation@shsu.edu and complete the End Job Form to initiate the offboarding process. Separating employees will receive an email with their exit checklist and can contact Human Resources with any questions.

In the case of retirement, separation EPAFs are often entered in advance by Human Resources. The employee will not complete the offboarding process until their retirement date approaches. For questions about retirement don't hesitate to contact the HR Benefits team at HRBenefits@shsu.edu.

Internal Transfers

Employees transferring to another SHSU department do not need to submit a resignation letter to Human Resources, but supervisors should consider the employee’s access to and storage of data, and equipment as indicated below.  The Staffing Department creates EPAFs for staff employees transferring within the University. Faculty EPAFs will be submitted by the department to which they are transferring.

Access to University Systems

Employees typically lose network access within 24 hours after the end date submitted on the EPAF. Once the employee loses network access neither the employee nor the department will have access to the employee’s S-Drive or OneDrive. The supervisor is responsible for ensuring that all SHSU data is not stored on an individual's drive but on a shared storage application. We recommend reviewing IT’s When to Use What – Comparison Chart to determine the best file storage option for your team. 

It is the department’s responsibility to terminate access to any non-SHSU electronic databases, services, and subscriptions. 

Employees who are current students, alumni, or retirees will retain access to certain resources based on their affiliation with SHSU. IT-S04 User Account Eligibility Statement provides further details on access to University Systems and user storage.

Supervisors should discuss potential automatic reply emails notifying of the separation and an alternate department contact.

University Property

The employee will receive an exit checklist from Human Resources that includes a list of assigned assets and instructions for returning them.

IT Assets – Can be turned into Human Resources or IT@Sam Service Desk, if more convenient. Department-owned equipment can be returned to the departmental equipment manager.

• Before turning in computer equipment:
  • Back up Data – IT@Sam will erase all data stored on local drives in preparation for the next user and/or disposal. You must move any data that you or your department wishes to keep to another storage method such as shared drive, USB flash drive, or external hard drive. 
  • Sign out of iCloud – If you are returning an Apple device, sign out of iCloud services.  
  • Passcodes – Remove any passwords or passcodes from the device. 
• Collect Accessories – You must turn in all accessories including, but not limited to
  • Charging cables & power supplies
  • Stylus, Pens, Apple Pencils, & Other Writing Devices
  • Mice & Keyboards
  • Webcams
  • Cases

Keys – Can be turned into Human Resources or Facilities Customer Service, if more convenient. If keys belong to a lockbox, return them to the responsible party for an audit.

Travel Card – Turned into Human Resources. Procurement & Business Services will coordinate the closeout of the card. Return any departmentally assigned cards to the department administrator or card manager.

Account Balance

Any unpaid balances should be paid prior to separating from the University. If you have an unpaid balance, we offer a Wage Deduction Authorization Agreement to pay your owed balance with your final paycheck. Otherwise, the University can send your unpaid balances to collections. At this point, the amount owed will increase to cover collection fees and negatively affect your credit score.

Check Your Balance Wage Deduction Agreement

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