Superviors should follow this checklist when an  employee is departing from the Center for Healthy Minds 

CHM Supervisor Departure Checklist 

Directions for Completing the Checklist

• Click the DocuSign link above to navigate to the CHM Supervisor Departure Checklist PowerForm
• Enter your first and last name & your work email address
  • You do not need a DocuSign account to fill out this form
• Complete the form
  • If you need to finish the form at a later date, please click the Finish Later button. This will save your progress and you will receive an email with a link to your unfinished form to complete at a later date.
• When finished, click Submit
  • HR (Lisa Wesley - lawesley@wisc.edu) will automatically be notified that you have completed the form. 

NOTE: Below is a preview of the information that is on the checklist. 

Faculty and staff often have questions when leaving their position with the University of Wisconsin Madison. We hope you find this document helpful in addressing your questions. If you require further information, please contact Lisa Wesley, CHM Human Resources, at lawesley@wisc.edu or 608-262-0196.

Resignation/Retirement Notice

If you have not already done so, provide the signed letter of resignation/retirement or personal email (for employees who leave voluntarily) along with your acknowledgment of the resignation/retirement to HR (Lisa Wesley, lawesley@wisc.edu).
The letter/email should include: 

• A clear statement that the employee intends to resign/retire from their employment. 
• The date of their last working day and, if known, last day paid. 
• The employee's signature and date signed (or date stamp/time if email).

Duties

• Determine who will take over the employee's duties, either temporarily or permanently. Work with the employee to plan and implement a smooth transition. 
• Confirm you have access to all work-related files used by the employee prior to their departure. Note: supervisors do not have access to an employee's home directory. 
• If the employee is a supervisor, inform HR (Lisa Wesley, lawesley@wisc.edu) who the new supervisor will be. If the employee is a supervisor of undergraduates, also inform Jane Lambert (jane.lambert@wisc.edu).

Access

Is the employee listed on any active IRBs or active grants? If yes, 

• Work with study PIs and managers to determine if the employee will be removed or if they need to retain access. If they need to retain access, work with HR (Lisa Wesley, lawesley@wisc.edu).
• Report changes to the IRB within 14 days of their departure. See Personnel Change Guidance for more information. 
• Remove the employee from any user groups they have been given access to. Instructions can be found on the Changing Computer Account Membership wiki page. 

Reminders 

• Remind employee to enter their leave time/final leave report (exempt employees/ OR time and leave / final timesheet (non-exempt employees))
• Remind employee to speak with HR (Lisa Wesley, lawesley@wisc.edu) about any insurance, benefit, or payroll questions.
• Remind employee to complete a CHM Exit Interview or schedule an exit interview with HR (optional).
• If the employee was a Scientist/Researcher, remind them to complete a CHM Alumni survey in order to be added to the Alumni page on the CHM website (optional). 
• Remind employee to submit all expense reports and have them fully approved before their end date to ensure proper reimbursement. 
• If the employee is the Principal Investigator (or delegate) of one or more grant awards, remind them to confirm they have no outstanding effort tasks in their Employee Compensation Compliance (ECC) worklist prior to their last working day. For assistance, contact Alyssa Gerarden at agerarden@wisc.edu. 
• Remind employee to return keys and equipment as outlined in the CHM Employee Departure Information 
• Remind employee to remove all personal items from their desk. Personal items that are left behind will be disposed of.
• If the employee has a work phone, remind them to forward all relevant stored messages. Their phone will be disconnected following their last working day.