2.26 Terminations and Resignations

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Management Practices Self-Assessment 2,26 Terminations and Resignations j A procedure for terminations and resignations is developed. A procedure for termination or resignation of employment should include several requirements. ~ Among these are: how, when, and to whom alf resignations are submitted; details concerning other requirements for returning equipment and all public property (i.e. I.D. cards, uniforms and keys) to the designated supervisor or another individual receiving the property. Final checks are retained until all items are returned and the replacement or repair costs are deducted for any items that were lost or damaged while in the possession of the employee. Procedures required to effectively handle termination, such as the completion of any necessary pension application or pension refund forms, and the provision of information to the employee concerning pension refund or pension initiation procedures should also be specified. Exit interviews help to gain a better insight and provide useful information to the agency. Assigned to: Tammy Donahue Initial Review Date: 12/11/2002 Completed by: Tammy Donahue Compliance Date: Amount Complete: Full Compliance Documentation/Directives: i, , APPM Policv Manual Termination of Employment: Chapter 12 Payoff at Termination: Chapter 12.1 Termination/Resignation Procedures: Chapter 12.2 Exit Interviews: Chapter 12.2.1 Exit Interview Questionnaire Memo to terminating or retiring employees Terminating memo Retiree memo Agency Compliance: APPM Chapter 12, Termination of Employment is the policy that covers the elements supervisors need to know concerning terminations. Supervisors, in conjunction with department management and Human Resource staff, have the ability to implement involuntary terminations. New, regular employees serve a 12 month initial probationary period. Their. employment can be terminated for any lawful reason in that 12 month period. Promoted employees also serve a 12 month probationary period, however, represented employees have the right to return to a former position if they do not pass probation. The policy on voluntary terminations indicates that employees should submit their resignation in writing to their supervisor indicating the date of their resignation. City policy also outlines the process for those employees who are retiring, with specific information about contacting PERS and referring employees to the appropriate contacts in Human Resources and Risk Divisions to complete necessary paperwork. Supervisors, office managers and PAF (Personnel Action Form) preparers have access to on-line materials for exiting employees. These memo's are specific to the type of exit, whether it be a resignation, termination or retirement. Most office managers have developed individualized check lists as an aide for i" supervisors. The check list provides step-by-step instructions, including reminding supervisors to collect `s keys, uniforms and any other city property issued to the employee. The supervisor collects the employee's city identification card when they leave the organization. ©2004 American Public Works Association Version 5.0 55