Supervisor Toolkit | Transition
Key Resources
Resource Title and Link |
Resource Description |
|---|---|
| Sample Resignation Letter |
If an employee seeks advisement on a resignation, consult with your HR Business Partner. Provides an example resignation letter an employee can submit. For further clarification on the last working day and last day in pay status, refer to your Payroll & Benefits Specialist. |
| Exit Interview | For Academic Staff/Limited/University Staff. The exit interview provides exiting employees an opportunity to confidentially share their experience at SMPH and their motivation for leaving their current role. The HR Business Partner will offer in-person and virtual exit interview options in addition to the Exit Survey. |
Transition Considerations by Type
Review the resources below on how to support your employees through each type of exit.
Resignation
If you are aware of a resignation from your employee, contact your HR Business Partner to facilitate next steps.
End of Terminal Appointment
HR Business Partner will confirm the expected job end date with the supervisor and then issue an End of Terminal Appointment Acknowledgement Letter to the employee.
Involuntary Terminations
Consult with your HR Business Partner concerning this type of termination. Supervisors should work through departmental processes for removing any building and IT (Information Technology) access.
Layoff & Nonrenewal
Consult with your HR Business Partner concerning this type of termination.
Review Policies:
- Academic Staff Layoffs: Provides uniform criteria and procedures in the event it becomes necessary to reduce the number of positions or to restructure the workforce.
- University Staff Layoffs: Used to make appropriate operational changes when financial or operational environments change.
Graduating Students
- Graduating Student Help employees can work through the last day of the bi-weekly pay period in which they graduate.
- Graduate students who complete all degree requirements at any point during a term can remain officially enrolled and retain student status through the official degree conferral date for that term. The official conferral date can be found on the Office of the Registrar’s Dates and Deadlines webpage.
- Extending Employment after Graduation: Work with your HR Business Partner to explore possible options.
Retirement
- Planning for Retirement: If your employee is within 5 years of contemplating retirement, they are encouraged to take the class offered by UW Human Resources titled, “Ready to Retire” designed to provide guidance for appropriate planning.
- Benefits at Retirement: Optional, 45-minute individual appointments reserved for UW-Madison employees who plan to retire in the next 12 months.
- UW-5090 Emerit Status: An honorary designation that may be awarded, upon approval, to UW retirees recommended by their department and meet the eligibility requirements. Recommendations for emeritus/emerita status begin at the department level and proceed through the Dean’s Office to the Chancellor.
- For a brochure explaining the privileges of retirement and Emeritus status, please see the Campus Retirement Brochure
- Work with HR Business Partner on any department-specific Emeritus process.
Employee Death
If an employee death occurs, your first step is to notify your local HR Business Partner as soon as possible. There are specific steps that must be taken quickly, and HR will initiate the process.
- Death of an Employee: Provides information regarding benefits for a family member of a UW-Madison employee who has recently passed away.
Offboarding
Offboarding Resources
- Knowledge Transfer Template: Instruct employee to complete, if applicable.
- Review Employee and Supervisor specific checklists to assist with offboarding and exit interview information.
- SMPH Offboarding Employee Checklist: HR or supervisor can send to employee for offboarding tasks and responsibilities for employee to complete.
- SMPH Offboarding Supervisor Checklist: Important tasks for supervisor to complete prior to, and by your employee’s last day.
Payroll and Benefits
For benefits impacts for Employment Changes, or final paycheck amounts, contact your Payroll and Benefits Specialist.
ITS Systems Information
Information for departing employees regarding access to ITS systems and emails should be referred to Departmental IT Resources.
This toolkit has not been designed to encompass the policies, processes, and considerations specific to faculty appointments. Please reach out to your Faculty Recruiter, HR Business Partner, or Faculty Promotions Specialist with any questions.