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					Addendum–01 ................................................................................................................. 1
Employee Separation Process ........................................................................................ 1
I. Exit Forms and Copy Distribution ................................................................................ 1
   K. Employee Exit Survey System ............................................................................ 1

 Section-11 Personnel                   OP-110237             Page: 1             Effective Date: 07/01/2011

 Separation Process                     ACA Standards: 2-CO-1C-01


 Justin Jones, Director                                           Signature on File
 Oklahoma Department of Corrections

                                          Addendum–01
                                    Employee Separation Process

Changes are:

Language was modified in Section I. to read as follows:

I.       Exit Forms and Copy Distribution

                                                                         Central
                                                                                           Personnel
           Document                                                     Personnel                             Employee
                                                                                              File
                                                                          Unit
           OPM-14 Form                                                      X                    X                  X
           Individual Leave Record                                            X                  X
           Current Time Sheet                                                 X                  X                  X
           Change Request Form - EBC                                          X
           OSEEGIB Application to Defer Insurance                             X
           Coverage
           OPERS Retirement Form-Regular Duty                                 X                  X                  X
           Employees
           OPERS Retirement Form- Hazardous                                   X                  X                  X
           Duty Employees
           OPERS Vesting Form                                                 X                  X                  X
           OPERS Withdraw Form                                                                                      X
           Retiree Photo/ID (commissioned peace                                                                     X
           officers only)
           OPM Letter Regarding On-Line Exit                                                                        X
           Survey
           OPM Exit Survey Data Collection                                    X
           PMP                                                                                   X                  X

Language was modified in Section I. item K. to read as follows:

         K.        Employee Exit Survey System

                   The HRMS for each facility/district/division/unit will ensure that all
                   classified and regular unclassified employees, who are voluntarily
                   separating from the agency in good standing and without pending
Section-11 Personnel          OP-110237       Page: 2       Effective Date: 07/01/2011


              disciplinary action, will be provided the opportunity to participate in a DOC
              exit interview and to complete an on-line Office of Personnel Management
              (OPM) exit survey.

              1.       DOC Exit Interview

                       a.    Employees who choose to participate in the DOC exit
                             interview may contact the administrator of Personnel or
                             designee utilizing the telephone number listed on
                             Attachment A entitled “Employee Exit Survey System
                             Memorandum” (attached).

                       b.    The personnel administrator or designee will conduct the
                             interview using the “Employee Exit Interview” format outlined
                             on Attachment B (attached). If the employee prefers, the
                             personnel administrator will schedule an exit interview with
                             the employee and the appropriate facility/district/division/unit
                             head.

                       Upon conclusion of the interview, the administrator of Personnel or
                       designee or unit head will provide the employee with an opportunity
                       to complete an on-line OPM exit survey as indicated below.

              2.       OPM Exit Survey

                       Even if the employee does not choose to participate in the DOC
                       exit interview, the HRMS will advise the employee of the
                       opportunity to complete an on-line OPM exit survey as indicated
                       below.

                       Each separating employee will be provided with the following:

                       a.    “Employee Exit Survey System Memorandum” (Attachment
                             A);

                       b.    “OPM Letter Regarding         On-Line     OPM     Exit      Survey”
                             (Attachment C, attached);

                       c.    “OPM Exit Survey Data Collection” form (Attachment D,
                             attached)

                             The HRMS will collect the employee’s non-DOC email
                             address, utilizing the “OPM Exit Survey Data Collection”
                             form, solely for the purpose of communication with OPM to
                             activate the on-line exit survey. The HRMS will also provide
                             the separating employee with any information required to
                             complete the registration portion of the on-line OPM exit
                             survey; and
Section-11 Personnel           OP-110237      Page: 3       Effective Date: 07/01/2011


                       d.    Stamped envelope.

                             The HRMS will provide a stamped envelope marked
                             “confidential” and addressed as follows:

                                    Department of Corrections
                                    Attention: Central Personnel Unit
                                    Exit Survey Coordinator
                                    P.O. Box 11400
                                    Oklahoma City, OK 73136-0400

                             The HRMS will also provide instructions to place the “OPM
                             Exit Survey Data Collection” form (Attachment D) inside the
                             envelope, seal it and deposit it in a convenient mailbox.

              3.       Absentee Separation

                       Whenever a facility/district/division/unit is informed by telephone or
                       mail of an employee resignation or the departing employee is
                       unable or unwilling to return, the departing employee will be offered
                       the opportunity for an “Employee Exit Interview” as indicated in this
                       procedure. Items in Section I. K. item 2. will be mailed to the
                       departing employee at the last known address.

              4.       Review and Processing of Employee Exit Survey System Data

                       The central Personnel Unit will enter data from the “Employee Exit
                       Interview” form into a computer file and the hard copy will be
                       destroyed. Quarterly summary reports of DOC exit interview data
                       will be generated for management study and review. On-line OPM
                       exit survey data will be requested from OPM quarterly.

Attachment A entitled “Employee Exit Survey System Memorandum” was revised.

Attachment B entitled “Employee Exit Interview” was revised.

Attachment C entitled “OPM Letter Regarding On-Line OPM Exit Survey” was revised.

Attachment D entitled “OPM Exit Survey Data Collection” was added to the procedure.

Action

The division head is responsible for compliance with this procedure.

The deputy director of Administrative Services is responsible for the annual review and
revisions.

Any exceptions to this procedure will require prior written approval from the director.
Section-11 Personnel         OP-110237      Page: 4   Effective Date: 07/01/2011


This procedure is effective as indicated.

Addendum: Operations Memorandum No. OP-110237 entitled “Employee Separation
          Process” dated November 23, 2010

Distribution: Policy and Operations Manual
              Department Website
Employee Separation Process ........................................................................................ 1
I. Exit Forms and Copy Distribution ............................................................................. 1
    A. OPM 14.................................................................................................................. 2
    B. Individual Leave Record ........................................................................................ 2
    C. Current Time Sheet ............................................................................................... 2
    D. Change Request Form – EBC ............................................................................... 2
    E. OSEEGIB Application to Defer Insurance Coverage ............................................. 2
    F. OPERS Retirement Form – Regular (OPERS 515-117-06)................................... 3
    G. OPERS Retirement Form – Hazardous Duty (OPERS 515-117HD-06) ................ 3
    H. OPERS Vesting Form (OPERS 515-118VB-00 09) ............................................... 3
    I. OPERS Application for Withdrawal Form (OPERS 515-118QW-05 30) ................ 3
    J. Retiree Photo ID .................................................................................................... 3
    K. Exit Survey ............................................................................................................. 4
    L. Performance Management Process (PMP) ........................................................... 5
II. Discussion ................................................................................................................ 5
III. References ............................................................................................................... 6
IV. Action ....................................................................................................................... 6
      Attachments………… ............................................................................................... 7

 Section-11 Personnel                   OP-110237              Page: 1               Effective Date: 11/23/2010
 Separation Process                     ACA Standards: 2-CO-1C-01

 Justin Jones, Director                                           Signature on File
 Oklahoma Department of Corrections


                                     Employee Separation Process

The employee separation process is designed to ensure that separating employees
complete required documents, return state property and are provided with appropriate
information. (2-CO-1C-01)

I.        Exit Forms and Copy Distribution

           Document                                                             Central          Personnel          Employee
                                                                               Personnel            File
                                                                                 Unit
           OPM-14 Form                                                             X                    X                  X
           Individual Leave Record                                                 X                    X
           Current Time Sheet                                                      X                    X                  X
           Change Request Form - EBC                                               X
           OSEEGIB Application to Defer Insurance                                  X
           Coverage
           OPERS Retirement Form-Regular Duty                                        X                  X                  X
           Employees
           OPERS Retirement Form- Hazardous Duty                                     X                  X                  X
           Employees
           OPERS Vesting Form                                                        X                  X                  X
           OPERS Withdraw Form                                                                                             X
Section-11 Personnel        OP-110237       Page: 2        Effective Date: 11/23/2010


        Retiree Photo/ID (commissioned peace                                            X
        officers only)
        Employee Exit Survey                                                            X
        PMP                                                              X              X

      A.      OPM 14

              The Request for Personnel Action (OPM-14) will be completed; listing the
              type of separation, final leave balances, and regular days off. A copy of the
              OPM-14 will be given to the employee along with an explanation of any leave
              balances to be paid. Employees will be advised that if they return to work for
              DOC within two years, they may reinstate up to 160 hours of sick leave.

      B.      Individual Leave Record

              The individual leave record will be brought up to date by the Human
              Resources Management Specialist (HRMS) and included with the separation
              packet.

      C.      Current Time Sheet

              The current month’s time sheet, as well as any additional time sheets not yet
              processed through the time/leave system, will be included with the
              separation packet.

      D.      Change Request Form – EBC

              The change request form is used when an employee separates employment
              with the department. The change form is to be sent to the central Personnel
              Benefits Unit showing the type of separation and the date. The change form
              must be received within 30 days of the separation from employment.

      E.      OSEEGIB Application to Defer Insurance Coverage (application for
              retiree/vested/non-vest/defer insurance coverage revised 10-24-08)

              The Oklahoma State Education and Employees Group Insurance Board
              (OSEEGIB) application to defer insurance coverage may be completed by
              state employees who are retiring or vesting from the agency, are married to
              another state employee, and choose to defer their benefits. The
              retiring/vesting employee then becomes a dependent of their spouse’s
              insurance with the State of Oklahoma. The retiring/vesting employee also
              has the option of retaining their life insurance when they are deferring other
              insurance coverage. However, life insurance cannot be deferred; the
              employee may only elect to retain, lower, or drop the insurance. Once the
              spouse retires from the State of Oklahoma, the spouse and the
              retired/vested employee will each receive the designated benefit allowance
              for retirement insurance premiums. This form is to be processed as listed in
Section-11 Personnel        OP-110237       Page: 3        Effective Date: 11/23/2010


              item D above.

      F.      OPERS Retirement Form – Regular (OPERS 515-117-06)

              The Oklahoma Public Employees Retirement System (OPERS) regular
              retirement forms are to be used for employees who can retire under the
              80/90 point system. Employees must complete and provide the original
              document to their Human Resources Management Specialist (HRMS) a
              minimum of 90 days prior to their retirement date. The field HRMS will
              forward the document to the central Personnel Benefits Unit for appropriate
              processing a minimum of 75 days prior to the employee’s retirement date.
              Retirement benefit payments will be sent to the retiree on the second month
              of retirement (two checks) and every month thereafter.

      G.      OPERS Retirement Form – Hazardous Duty (OPERS 515-117HD-06)

              OPERS hazardous duty retirement forms are to be used for employees who
              are in the 20 year retirement plan. Employees must complete an original
              document and provide it to their HRMS a minimum of 90 days prior to their
              retirement date. The field HRMS will forward the document to the central
              Personnel Benefits Unit for appropriate processing a minimum of 75 days
              prior to the employee’s retirement date. Retirement benefit payments will be
              sent to the retiree on the second month of retirement (two checks) and every
              month thereafter.

      H.      OPERS Vesting Form (OPERS 515-118VB-00 09)

              Employees who have at least eight years (seven years and six months,
              rounded up) of participating service contributions with the Oklahoma Public
              Employees Retirement System (OPERS) have the option of vesting their
              contributions upon separation from the State of Oklahoma. Vesting benefits
              with OPERS allows employees a future interest in a retirement benefit. Upon
              completion, this form must be sent to the central Personnel Benefits Unit for
              processing.

      I.      OPERS Application for Withdrawal Form (OPERS 515-118QW-05 30)

              Employees with less than seven years of state service are not eligible to vest
              and should withdraw their contributions. Upon separation, employees are to
              complete the withdrawal form to receive contributions paid. Completed
              forms must be sent to OPERS. Payment is processed by OPERS after a
              four month waiting period (74 O.S. § 917).

      J.      Retiree Photo ID

              Employees who are certified by the Council on Law Enforcement and
              Training (CLEET) will be issued a photo ID, if requested, upon their
Section-11 Personnel          OP-110237       Page: 4        Effective Date: 11/23/2010


              retirement. The photo ID will include the employee’s name and job title at
              the time of their retirement, and will also indicate that they are retired [18
              U.S.C. § 926B (2004)].

      K.      Exit Survey

              The HRMS for each facility/district/division/unit will ensure that all classified
              and regular unclassified employees, who are voluntarily separating from the
              agency in good standing and without pending disciplinary action, will be
              provided the opportunity to participate in an exit interview and to complete an
              exit survey form.

              1.       Exit Interview

                       a.     Employees who choose to participate in the exit interview may
                              contact the administrator of Personnel or designee utilizing the
                              telephone number listed on Attachment B entitled “Exit Survey
                              Memorandum” (attached).

                       b.     The personnel administrator or designee will conduct the
                              interview using the “Employee Exit Interview” format outlined
                              on Attachment A (attached). If the employee prefers, the
                              personnel administrator will schedule an exit interview with the
                              employee and the appropriate facility/district/unit head.

                       Upon conclusion of the interview, the administrator of Personnel or
                       designee or unit head will provide the employee with an opportunity to
                       complete an “Employee Exit Survey” (Attachment C, attached) as
                       indicated below.

              2.       Exit Survey

                       If the employee does not choose to participate in the exit interview,
                       the HRMS will advise the employee of the opportunity to complete an
                       “Employee Exit Survey” as indicated below.

                       Each separating employee will be provided a copy of the following:

                       a.     “Exit Survey Memorandum” (Attachment B); and

                       b.     “Employee Exit Survey” (Attachment C).

                       The HRMS will complete the agency information section and the
                       “Employee Information” section through the termination date prior to
                       giving the “Employee Exit Survey” form to the employee. (The HRMS
                       will encourage the employee to complete the survey while in the
                       HRMS office. If the employee elects to complete the survey at that
Section-11 Personnel          OP-110237      Page: 5        Effective Date: 11/23/2010


                       time, the HRMS will provide a stamped envelope and instructions to
                       place the survey in a convenient mail box).

                       c.     Stamped Envelope

                             A stamped envelope marked “confidential” and addressed as
                             follows will be provided:

                              Department of Corrections
                              Attention: Personnel Administrator
                              P.O. Box 11400
                              Oklahoma City, OK 73136-0400

              3.       Absentee Separation

                       Whenever a facility/district/division/unit is informed by telephone or
                       mail of an employee resignation or the departing employee is unable
                       or unwilling to return, the departing employee will be offered the
                       opportunity for an “Employee Exit Interview” as indicated in this
                       procedure. Items in Section I. K. item 2. will be mailed to the
                       departing employee at the last known address.

              4.       Review and Processing of Survey Data

                       The central Personnel Unit will enter data from the “Employee Exit
                       Interview” and “Employee Exit Survey” forms into a computer file and
                       the hard copies will be destroyed. Quarterly summary reports of exit
                       survey data will be generated for management study and review.

      L.      Performance Management Process (PMP)

              The PMP on each separating employee will be closed out by the supervisor
              in accordance with OP-110225 entitled “Performance Management Process.”

II.   Discussion

      The HRMS will ensure the following information is provided to employees and/or
      supervisors during the separation process.

      A.      Retiring employees and beneficiaries of deceased employees will receive a
              pro-rated longevity check. Longevity is not paid for any other type of
              termination from employment.

      B.      Health insurance will remain in effect through the end of the month in which
              the employee terminates.

      C.      Department property, such as keys, employee ID, card key, badge, uniforms
Section-11 Personnel         OP-110237       Page: 6         Effective Date: 11/23/2010


              and equipment, must be returned in accordance with OP-110120 entitled
              “Procedures for Time/Leave Sheets and Payroll Processing.”

       D.     Supervisors will be instructed to close out the employee’s PMP.

       E.     Permanent employees who leave the classified service are eligible for
              reinstatement for a period of time that is equal to the total period of service in
              a probationary or subsequently permanent status. Employees who request
              reinstatement must be approved for reinstatement by the Office of Personnel
              Management (OPM) and, if approved, must interview for the position.

III.   References

       Policy Statement No. P-110100 entitled “Uniform Personnel Standards”

       OP-110120 entitled “Procedures for Time/Leave Sheets and Payroll Processing”

       OP-110225 entitled “Performance Management Process”
IV.    Action

       The division head is responsible for compliance with this procedure.

       The deputy director of Administrative Services is responsible for the annual review
       and revisions.

       Any exceptions to this procedure will require prior written approval from the director.

       This procedure is effective as indicated.

       Replaced:       Operations Memorandum No. OP-110237 entitled “Exit Survey
                       System” dated September 30, 2009

       Distribution: Policy and Operations Manual
                     Department Website
Section-11 Personnel   OP-110237      Page: 7      Effective Date: 11/23/2010



Attachments            Title                                   Location

Attachment A           “Employee Exit Interview”               Attached

Attachment B           “Exit Survey Memorandum”                Attached

Attachment C           “Employee Exit Survey”                  Attached

				
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