Employee Exit Interview Process
The Clemson University Exit Interview process for classified and unclassified employees has been revised. This is a mandatory process for employees, approved by the University Administrative Council. Process Upon verification of an employee’s termination, retirement or transfer of employment in the Clemson University Business System, the Office of Human Resources will mail the employee notification of the exit interview process, including forms. Employees will be informed to schedule an exit interview directly with the appropriate contact in the Office of Human Resources. Advance scheduling arrangements will be made to the extent possible. Employee Form: Part A (Sections I – III) will be sent to each employee by the Office of Human Resources prior to their exit interview appointment. The employee may bring the form to their scheduled exit interview, email it to eearl@clemson.edu or mail it to the office at: Erin Earl, Employee Relations Manager Office of Human Resources Clemson University Administrative Services Building Pearman Boulevard Clemson SC 29634-5337 In the instance of immediate termination/resignation, the employee will complete the Exit Interview Form during the exit interview in the Office of Human Resources. Department Form: Part B (Sections IV and V) will be completed and forwarded by the department to the Office of Human Resources. The department exit interview form needs to be completed close to the employee’s last day worked, or as soon as possible if the employee has already terminated, retired or transferred employment. The department form includes the checklist regarding obligations to the University. Confidentiality It is important for employees and departments to be informed of the storage, availability and use of the exit interview form. The exit interview form is filed in a confidential file within the Office of Human Resources after review by the Chief Officer of Human Resources. Supervisors and departments are not given access to view exit interview forms completed by employees. Collective comments, suggestions and concerns non specific to a person, that could be helpful, may be shared with departments by the Chief Officer of Human Resources. If there are any legal, policy or procedure issues identified during the exit interview or noted on the exit interview form that need to be addressed, this information will also be shared with appropriate individuals. Questions Questions regarding the form or its completion are to be directed to Erin Earl / eearl@clemson.edu at (864) 656-3360.
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Employee Form Exit Interview Process (Page 1 of 2)
PART A: This form is to be completed by the employee and brought to the exit interview appointment at the Office of Human Resources.
Confidentiality It is important for employees and departments to be informed of the storage, availability and use of the exit interview form. The exit interview form is filed in a confidential file within the Office of Human Resources after review by the Chief Officer of Human Resources. Supervisors and departments are not given access to view exit interview forms completed by employees. Collective comments, suggestions and concerns non specific to a person, that could be helpful, may be shared with departments by the Chief Officer of Human Resources. If there are any legal, policy or procedure issues identified during the exit interview or noted on the exit interview form that need to be addressed, this information will also be shared with appropriate individuals.
SECTION I.
Name: Employee ID #: Employing Department: Supervisor: Vice Presidential Area: __Provost __Kelly __Copeland __Cameron __President __ Disabatino __Steadman Employee Status: __Classified __ Administrative Unclassified __Unclassified (Faculty) Other:________________________
________ Voluntary Separation ________ Involuntary Separation _________ Retirement _______________
Forwarding Address:
Last Day Employed/Worked: _______/_______
Reminder regarding benefits and deductions: Please reference the following contact information for questions regarding insurance and/or retirement deductions: • Insurance benefits / 656-2713 • Retirement benefits/ 656-5585
SECTION II. Please rate each of the following attributes regarding the university or department.
Excellent 1. 2. 3. 4. 5. 6. 7. 8. 9. Working conditions in my department Chances for advancement in my department Chances for advancement in the University Recognition for your work related contributions Training on necessary responsibilities Benefit programs Communication from your department Information received regarding University policies and procedures New Employee Orientation
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Good
Fair
Poor
No Opinion
NA
Employee Form
Exit Interview Process (Page 2 of 2)
Name: Employee ID #:
Please rate each of the following attributes regarding the supervision of your department.
Excellent 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Effectiveness Completion of your performance review Review of your salary Interest in career development Willingness to discuss problems Shows clear and equal treatment Follows University policy Develops cooperation among employees Works towards solving complaints Provides clear instruction Workload Access to flexible work schedules Good Fair Poor No Opinion NA
SECTION III. Please provide any additional comments you would like to share below.
Please complete and bring this form to your scheduled exit interview. Forms may also be emailed to eearl@clemson.edu, or mailed to the Office of Human Resources at: Erin Earl, Employee Relations Manager Office of Human Resources Clemson University Administrative Services Building Pearman Boulevard Clemson SC 29634-5337 Questions regarding the form or its completion are to be directed to Erin Earl / eearl@clemson.edu at (864) 656-3360. Employee Signature: _______________________________________ Date: __________ HR Representative Signature: ________________________________ Date: __________
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Department Form Exit Interview Process
PART B: To be completed by the department and a copy sent to the Office of Human Resources. SECTION IV. PRIMARY REASON FOR SEPARATION
Employee Name: ________________________________ Employee ID #: _________________ Lack of Work/Funds (01):
___ 0101 Reduction in Force ___ 0102 Position eliminated ___ 0103 Reorganization ___ 0104 End of temporary employment ___ 0105 End of grant position ___ 0106 End of appointment
Retirement (02):
___ 0201 Voluntary ___ 0202 TERI ___ 0203 Disability ___ 0204 RIP
Resigned (03):
___ 0301 Unknown ___ 0302 Abandoned job ___ 0303 Did not return from leave ___ 0304 Personal a. school b. marriage c. family d. transportation e. compensation f. amount of responsibility ___ 0305 Accept another position a. with another State agency b. with public organization c. with private organization
Discharge (04):
___ 0401 Violation of rules/policies ___ 0402 Violation of safety rules ___ 0403 Destruction of property ___ 0404 Falsification of employment application ___ 0405 Tardiness ___ 0406 Substandard Performance ___ 0407 Termination during probation
SECTION V. EMPLOYEE EXIT CHECKLIST
Purpose: The following checklist is provided to assist all employees in the exit process. Employees leaving the University should be aware of their rights and benefits including COBRA. In addition, departing employees have an obligation to return all University property issued to them and to settle all outstanding accounts. An (X) in the appropriate box of each checklist item indicates compliance. Assure that all outstanding leave forms have been submitted. Collect all University keys and deactivate any code(s) on applicable security access system(s) Assure removal of employee from all applicable computer systems Obtain return of all University equipment and/or other material assigned to employee. ___ uniforms ___ tools ___ pagers ___ cellular phones ___ computer equipment ___ other_____________ Collect employee ID/revoke card access Collect all parking permits and ensure that all University placards have been returned to department. Collect all credit cards issued to individual for University purposes. Remove signature authorization from budget(s), bank account(s), etc. Collect any petty cash funds assigned to employee. Obtain written letter of resignation (if applicable). Obtain disclosures of copyrights and inventions. Ensure library books/materials are returned. Deactivate long distance telephone access code. Ensure any travel advances, salary overpayment, and/or cash advances are repaid. Complete appropriate payroll termination change. Department Representative Signature: _______________________________________ Date: __________
Questions regarding the form or its completion are to be directed to Erin Earl / eearl@clemson.edu at (864) 656-3360.
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