Termination

As soon as you are aware of an academic's resignation / retirement, send the departing academic a link to their Academic Staff Member Offboarding webpage and ensure they work to complete the tasks on their checklist.  This includes valuable information for them, including how to register for an alumni email account.

Academics must provide a written resignation/retirement letter to the President, with a copy to the Head of the Department and to the Dean. A copy of this letter should be sent to the President's Office, who will forward it to Human Resources for processing.

Academics with a defined end date (e.g. Contingent, Limited Term, or Sessional) whose appointment is ending on the pre-determined date do not need to submit a letter.

Meet with the academic to discuss how their research project will proceed and items related to any to students and/or research staff on the project.  

• Research Services
• Research Accounting
• Ethics Board (CFREB or CHREB)
• Animal Care
• Biosafety Committee
• Calgary Centre for Clinical Research

If the academic is leaving the university and will be closing down their lab, they are asked to follow the Procedure for Lab Check-Out to properly decommission their lab.

Questions?

Contact Environment, Health and Safety at 403.220-6345 or ucsafety@ucalgary.ca for more information

Arrange a time to meet with the employee to discuss the status of their teaching/projects/committee involvement/etc. and plans for knowledge transfer as required. In addition to any knowledge transfer that must take place, ensure any university information/data is also transferred to an accessible secure shared drive and is not saved on the staff member's computer drive.

Email accounts cannot be accessed (by a former employee) after an employee departs and managers can only request access to terminated accounts in certain circumstances. 

Departing staff are not eligible to keep their @ucalgary.ca account after termination regardless of former student or alumni status. Staff may still register an alumni account.

If the employee has asked you to provide a written or verbal reference, ensure you have them complete the Reference Consent Form and keep it on file for one year.

Ensure the employee has submitted all outstanding expenses, including Professional Expense Reimbursement (PER), before the end of their last day. Also, if the employee has any outstanding expense advances, ensure they have been paid back.

If relocation reimbursement was provided for the staff member and they are leaving the university prior to the return-in-service commitment being met, they will be required to refund the remaining portion. See the Relocation Expenses - Operating Standards and Practices (section 4.7 – 4.9) for additional details.

Human Resources will be in contact with the individual to indicate the amount owing and discuss repayment options.

Academic staff members are expected to take his/her full entitlement to paid vacation prior to termination. Except where the fulfillment of university duties precludes a staff member from taking her/her full entitlement, pay in lieu will not be permitted.

Refer to Schedule "A", Clause 2.15 and 2.16 for details regarding the accrual of annual vacation and procedures pertaining to the academic vacation payout process. If a vacation payout is required, complete the Termination of Employment - Vacation Payout Form.

Ensure all equipment and/or software (e.g. cell phone, computer and peripherals, tools, research equipment, etc.) have been returned and given back to the appropriate stakeholder.

Collect any University Credit Cards (P-Card or T & E Card) in the employee's name and destroy the card(s). Visa Purchasing Cardholder Maintenance and/or  Travel & Expense Cardholder Maintenance forms will need to be completed to cancel the card(s).

On the employee's last day, ensure they return all keys/swipe access cards (including office, filing cabinet, building access cards, electronic access cards, etc.). Also, collect all remaining business cards.

If the employee is leaving the university, you should also collect and destroy their employee ID card (Unicard).

If the employee has swipe access to any buildings/offices/labs, etc., contact your access administrator to remove access as appropriate.

Send an email to the individuals in your faculty/unit to let them know the employee will be leaving. A sample email is included below:

It is with mixed feelings that I announce [employee's name] will be leaving our team and her/his last day will be [Date]. Please join me in thanking [employee's name] for all he/she has done over the last [x months/years] to [provide some specific details about the employee's contributions, projects, etc.].

Please join me in wishing [employee's name] all the best in his/her future endeavors.

Best regards,

[Manager]

You are no longer required to complete an IT access removal form as part of the off-boarding process when an employee is leaving the University of Calgary. The process for IT is triggered automatically based on PeopleSoft HR data when an employee no longer has an active job record.  Access removal includes, but is not limited to: shared drives, shared email accounts, SecurID, and individual file shares.

In the event of a transfer and access removal is required, please select the appropriate IT service from the IT website that the access removal is associated with on the services page.

If the employee has access to any stand-alone applications or systems (those that are not authenticated through their IT account), ensure you contact the appropriate administrator to remove their access.

Prior to their last day, remove any temporary delegation for Finance or Human Resource transactions effective their last day.

If this employee was a department budget owner in your faculty or unit, contact the Finance Partners in your area to identify impacts their departure might have on administration of budgets in your faculty or unit. It is important that their departure does not leave a gap in the approval processes required to maintain consistent faculty or unit operations.

Request a change or termination of the telephone using an Information Technology Voice and Network Services request form.

Ensure the faculty/unit phone and email lists as well as website contact lists/information including their faculty profile, have been updated by contacting the appropriate administrator(s) in your area.

If the retiring employee has a minimum of two (2) years of service, there are university funds available to support a retirement party/gift.

For information on accessing these funds, email totalrewards@ucalgary.ca.