Sample of Reference Letter for Resigning Employee

Document Sample
Sample of Reference Letter for Resigning Employee Powered By Docstoc
					                                                                                   CFOP 60-70, Chapter 1


                                                                     STATE OF FLORIDA
                                                                     DEPARTMENT OF
CF OPERATING PROCEDURE                                               CHILDREN AND FAMILIES
NO. 60-70, Chapter 1                                                 TALLAHASSEE, June 1, 2011

                                                Personnel

                       EMPLOYEE SEPARATIONS AND REFERENCE CHECKS

1-1. Purpose. This operating procedure establishes requirements and responsibilities to ensure
uniformity in processing separations and establishes guidelines for supervisors and managers to follow
when asked to provide references on employees.

1-2. Policy. It is the policy of the Department to establish procedures which must be followed by all
supervisors and managers regarding employee separations and responding to reference checks on
current and former employees. This policy applies to all Department employees, including current and
former Career Service, Selected Exempt Service, Senior Management Service, and Other Personal
Services (OPS) employees.

1-3. Procedures.

       a. Notice of Separation Form.

               (1) Upon receipt of a written or verbal notice of resignation, the supervisor shall
complete a Notice of Separation form (form CF 788, available in DCF Forms and Attachment 1 to this
chapter). A copy of the completed separation form will be hand-delivered, or mailed to the employee
attached to a letter acknowledging the resignation (see sample letter in Attachment 2 to this chapter).

              (2) A Notice of Separation form must be completed for all separation reasons (Voluntary
and Involuntary) identified on the form (available in DCF Forms and Attachment 1 to this chapter).

               (3) A “YES” answer to any question in Section (4) on the Notice of Separation form
requires the completed form to be forwarded to the servicing human resources manager, or designee,
for review and approval. All information included on the completed Notice of Separation form must be
supported by written documentation. The servicing human resources office shall return the completed
Notice of Separation form to the supervisor for delivery to the employee.

              (4) The completed Notice of Separation form and documentation related to the
employee’s resignation, including any e-mails, shall be filed in the employee’s official personnel file.

       b. State Property/Work Products.

                 (1) Employees separating from the Department are responsible for returning all state
owned property given to them (i.e., cell phone, laptop computer, Purchasing Card, identification card,
etc.) no later than their last day of work.

                (2) Supervisors are responsible for securing from their separating employee all state
property and accounting for all files, records and work products given to the employee, no later than
their last day of work. An employee separation checklist must be completed to identify and account for
all state property, files, records and work products.



This operating procedure supersedes CFOP 60-70, Chapter 1, dated August 1, 2010.
OPR: ASHR
DISTRIBUTION: A
June 1, 2011                                                                     CFOP 60-70, Chapter 1


               (3) Where state property, a file, record or work product has not been received by the
supervisor or manager and cannot be accounted for, the supervisor is responsible for immediately
reporting such discrepancy to their manager.

               (4) Supervisors are responsible for notifying the appropriate Security Manager/Officer to
delete security/access to assigned computer/data systems within 24 hours of employee’s termination.

               (5) Each Region, Circuit, Mental Health Treatment Facility and Headquarters shall
develop and utilize an employee separation checklist (or use the Employee Separation Checklist, form
CF 789, available in DCF Forms and Attachment 3 to this chapter). Any locally created separation
checklist must include all the items in Attachment 3.

       c. Providing References on Current or Former Employees.

                (1) In responding to requests for employment references, including entities under
contract with the Department, there will be no neutral references given. All former employees are
eligible to apply for re-employment.

                       (a) All information provided should be supported by documentation in the
employee’s official personnel file.

                      (b) In responding to a request for a reference, an accurate appraisal of the
individual based on documented information relative to the individual’s work performance shall be
provided.

               (2) The use of on-line reference check websites to post employee references is
prohibited.

               (3) Written letters of recommendation should only address information related to the
individual’s work performance.

                (4) In responding to requests to examine an applicant’s personnel file, the requestor
should be advised that the individual’s personnel file is a public record and may be reviewed subject to
confidentiality and nondisclosure rights secured by all applicable laws, rules, and procedures.

              (5) Any deviation from the requirements for providing references on current or former
employees provided for in this operating procedure must be approved in writing by the Department’s
General Counsel. Settlement Agreements within the personnel files of all former or current employees
shall be honored.

BY DIRECTION OF THE SECRETARY:

       (Signed original copy on file)

DENNISE G. PARKER
Human Resources Director

                    SUMMARY OF REVISED, ADDED, OR DELETED MATERIAL
Revises form CF 789 (Attachment 3 to this chapter) with the inclusion of a requirement that access to
SSA data be terminated within 24 hours of separation. Also requires that any locally created
separation checklists include all items in Attachment 3.



                                                  1-2 

June 1, 2011                                                                                                         CFOP 60-70, Chapter 1


                                                 NOTICE OF SEPARATION
                                           (To Be Completed By the Immediate Supervisor)

(1) EMPLOYEE INFORMATION

Name:______________________________________________                                          Employee ID#:__________________
                      (Typed or Printed)                                                                          (6 Digit People First ID#)

Forwarding Address:



(2) SEPARATION DATE
Effective Separation Date (last day paid):_____________________

This employee gave oral/written notice on ____________________ to terminate his/her employment under my
supervision on the date indicated above.

(3) REASON FOR SEPARATION CODES (as required in the People First System)
            Voluntary Separation                                                      Involuntary Separation
            51      Career Advancement Outside State Gov                              55        Failed Probationary Period
            52      Move within State Government                                      59        Dismissal
            53      Termination Initiated by Employee                                 62        Abandonment
            56      Retirement
            57      Layoff
            58      End of Appointment Period
            60      Death of Employee
            61      Death of Employee in Line of Duty
            63      Move to Other Government Entity

(4) SEPARATION INFORMATION
     (a) Is the permanent Career Service employee being dismissed for cause? ..........................                           YES          NO
          (If yes, attach a copy of the dismissal letter.)

     (b) Is the employee being dismissed? .....................................................................................   YES          NO
          (If yes, attach a copy of the dismissal letter.)

     (c) Is the employee resigning in lieu of dismissal? ..................................................................       YES          NO

     (d) Is the employee the subject of an Inspector General investigation by the Department? ...                                 YES          NO
            (If yes, provide the case number:_____________)


Supervisor’s Name:_______________________________________                                        Telephone #:___________________
                                           (Type or Print)


      _____________________________________________________                                                 ________________
      Supervisor’s Signature                                                                                          Date


      _____________________________________________________                                                 ________________
      Human Resources Manager [if “YES” to any question in (4) above]                                                 Date

NOTE: All information included on the completed Notice of Separation form must be supported by written documentation.

Original:   Personnel File
Copy:       Employee


CF 788, PDF 05/2010                                                                                              Attachment 1 to Chapter 1
June 1, 2011                                                                 CFOP 60-70, Chapter 1



                     Sample Letter Acknowledging Resignation
                                       (Use letterhead paper)




   Date



   Employee Name
   Employee Address

   Dear Mr./Ms. _______________:

   This letter acknowledges receipt of your notice of resignation from your position as a
   ______________________________ with the Department of Children and Families, effective
   (month / day / year). The Department accepts your resignation.

   You are encouraged to complete the Department’s Exit Interview Questionnaire Survey at the
   following website:

                             http://www.surveymonkey.com/s/7VVNBK7

   The Survey is designed to give you the opportunity to provide feedback in an anonymous way
   about the factors which influenced your departure from the Department. Your feedback is vital
   and will assist with analyzing the factors attributing to turnover and give the Department an
   opportunity for improvement.

   Inquiries concerning your employment with the Department may be directed to the servicing
   human resources office.

   Sincerely,



   Title


   cc: Employee Personnel File




                                                                           Attachment 2 to Chapter 1
June 1, 2011                                                                                               CFOP 60-70, Chapter 1
                                                    Department of Children and Families

                                            EMPLOYEE SEPARATION CHECKLIST

Complete the information in the spaces provided for the employee upon separation. Attach the Checklist to the
Notice of Separation form and place in the employee’s official personnel file.
Employee Name:_____________________________________ People First ID Number:______________
                                   (Please Print)
State Property                                                         Quantity           Date Issued             Date Returned
ID Badge                                                             __________           __________              ____________
Purchasing Card (P-Card)                                             __________           __________              ____________
State Owned Keys
        Vehicle                                                      __________           __________              ____________
        Desk                                                         __________           __________              ____________
        Filing Cabinet                                               __________           __________              ____________
        Other: _________________________                             __________           __________              ____________
Manuals/Books/etc.                                                   __________           __________              ____________
Tools/Equipment/etc.
        Pager                                                        __________           __________              ____________
        Cell Phone                                                   __________           __________              ____________
        Laptop Computer                                              __________           __________              ____________
        Palm Pilot                                                   __________           __________              ____________
        Blackberry                                                   __________           __________              ____________
        Other: ___________________________                           __________           __________              ____________
Files/Records/Work Products
        All File(s) returned/accounted for:                                                 Yes                     No
        All Record(s) returned/accounted for:                                               Yes                     No
        All Work Products returned/accounted for:                                           Yes                     No
        Other: ______________________________                                               Yes                     No
         If No, date manager notified:                                                    _____________________

   Manually reset Voice Mail Password to 7-digit phone number (if applicable)
   Forward telephone to front desk
   Complete all timesheets in People First or by paper submission
   Notify employee to complete Exit Survey Interview
   Notify Network Manager to delete security/access
   Notify E-mail Manager to delete security/access
    If applicable:
             Notify FLORIDA Security Manager/Officer to delete security/access within 24 hours of termination
             (protection of SSA data) (Call HQ Security Officer at (850)921-0688 if you do not know Security
             Manager/Officer.)
             Notify CIS Security Manager/Officer to delete security/access
             Notify FLAIR Security Manager/Officer to delete security/access
             Notify P-Card Administrator
             Notify MFMP System Administrator
             Notify ARTS System Administrator
   Other: __________________________________________

I certify that I have returned all items in my possession that are the property of the State of Florida and
that all files, records and work products assigned to me are accounted for.

___________________________________________________                                       _________________
Employee’s Signature                                                                              Date


I certify that the employee has returned all assigned items that are the property of the State of Florida and
that all files, records and work products assigned to the employee are accounted for.

___________________________________________________                                       _________________
Supervisor’s Signature                                                                            Date

_______________________________________________                               ________________________________
Supervisor’s Name (Please Print)                                              Supervisor’s Title (Please Print)

CF 789, PDF 06/2011                                                                                      Attachment 3 to Chapter 1

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:498
posted:8/4/2011
language:English
pages:5
Description: Sample of Reference Letter for Resigning Employee document sample