KUMC Faculty & Staff Departure Policy
To provide for efficient and coordinated faculty and staff departures, and to assure that such departures are conducted in accordance with applicable regulatory requirements.
All University of Kansas Medical Center faculty and all staff involved in the supervision, administration or separation of faculty and staff.
Effective management of a faculty or staff member’s departure must include a comprehensive review of all of the individual’s areas of responsibility in order to: plan for transition of duties, research projects or grants; determine access to facilities, assets, and data systems; properly dispose of or preserve research data, equipment, and animals; clean out labs and office space; and address any other continuation or closure of operations.
Departments are responsible for:
- Designating a Steward, who will be charged with assuring that the appropriate separation/transfer process is implemented. To facilitate coordination of this process, a Departure Toolkit is available on the Human Resources website.
- Completing applicable KUMC forms, departure inventories or checklists to confirm appropriate de-provisioning of assets and removal of access.
- Conducting final performance reviews and exit interviews where appropriate.
- Obtaining from the departing employee the letter of resignation where applicable.
Training will be provided to the Stewards by Human Resources, the Office of Compliance, the KUMC Research Institute and others as appropriate. Stewards will utilize the Human Resources Departure Toolkit to assist the Department and the departing faculty or staff member in executing the various steps that must be taken during the separation process.
To facilitate a smooth transition, the departing individual must report their pending separation as soon as possible to their Department to allow for sufficient time to accomplish necessary separation steps. The departing individual will work with the department Steward to complete various actions and responsibilities identified on the Faculty Departure Checklist in the Departure Toolkit.
Violations of this policy may result in disciplinary action.
Departments failing to make appropriate arrangements for timely office pack-up, lab clean out or disposition of animals will be charged for the costs incurred by Facilities, Human Resources, Environment, Health and Safety or the Office of Animal Welfare or Lab Animal Research, if those costs are not recovered from the departing faculty or staff member. Departments will be held responsible for any fees or penalties arising out of such failure.
Associate Vice Chancellor, HR 913-588-5080
Steward: The person designated by the Department to be responsible for making sure that all departure responsibilities are carried out and to be the point of contact for other departments regarding separation processes. For example, the Steward would be tasked with review of the Departure Checklist with the departing employee, coordinating with EHS for verification of appropriate lab close out, and assuring that any necessary notifications and forms, are completed for each departing individual.
Departure Toolkit: The consolidated collection of the information needed to process employee departures, including forms and tools, such as the Departure Checklist, sample letters, separation forms, laboratory closeout paperwork and other information located on the Human Resources web site.
Costs: Costs include the monies charged back to a department to cover expenses, fees and penalties associated with clean-up, disposal or transfer of records containing sensitive information, hazardous materials, equipment, animals, personal property, etc. For example, in situations where there has been failure to meet EHS requirements for timely lab close out, the costs of decontamination and disposal of the research materials would be billed to the investigator, and then to the department if the investigator did not pay.
2016/06/20: New policy