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Employee Separation Policy
Employee Separation Policy
Updated over 3 years ago

PURPOSE

< to be updated>

SCOPE

< to be updated>

TERMS AND DEFINITIONS

Termination:

Termination is an employee separation request initiated by the Employer. It can be due to some contract end, disciplinary action, layoff, or downsizing.

Resignation:

Employment termination initiated by an employee.

Discharge

Employment termination initiated by the organization.

Layoff

Employment termination initiated by the organization because of an organizational change.

Retirement:

Started by the worker meeting age, length of administration, and some other criteria for retirement from the association.

Line Manager/ Supervisor

Line Manager or Supervisor is the immediate authority of employee or contractor.

POLICY

Formal Resignation / Termination Notice

  1. A formal resignation email, the official application should be produced by the employee.

  2. A resignation or termination document should at least include the reason for termination/resignation and the last working day.

  3. This should also be approved by the respective supervisor.

  4. The supervisor should also inform HR if there is any replacement required for the resource of not so that HR can initiate the formal recruitment process for replacement.

Access to Official Email and also transferring the ownership of files/digital assets and his replacement

Retaining Employee

  1. If the employee is retained before his last day, all his access remains as-is.

  2. The employee is asked to withdraw his resignation by sending an official email to HR and his Supervisor.

Rejoining Employee

  1. If an employee left and joined the organization again, they should be provided with a new employee ID and even a new official email address.

Ask for any physical or logical asset that is in his possession

  1. Human Resources should circulate this notification to respective departments mainly IT and Finance Departments to ensure that the access is revoked at the given time.

Revoke Access to all Facilities

  1. Before / On the last official day, all physical access parameters including Finger Print, Access Card, Voice-Enabled Access, Employee Card as well as any additional means of access including Keys to any facilities should be taken from Employee.

Revoke Access to all systems and ensure that no data is in his personal custody.

Employees' Emails should be disabled and passwords must be replaced right away.

All his credentials from respective systems should also be disabled.

It is recommended to use SSO as it’ll also revoke the access in a single click from all respective systems.

It is recommended that Employee Accounts should be disabled for 30days before it is formally deleted. This disablement should be done temporarily to ensure that all files and required information is properly transferred to another user account.

If during this tenure, his account needs to be enabled, only his immediate supervisor is allowed to access his account. Even to access his account, his supervisor should make a formal request to IT Departments in order to temporarily enable the account.

Transfer of Ownership of Data/Files and Digital Assets

  1. If the employee/contractor owns any digital assets including Google Documents, User Guides, Licenses Information, Commercial information, or any other Departmental information, its ownership should either be provided to his replacement or his Line Manager (as possible at the time of separation).

Non-Disclosure Agreement

  1. If Employee is leaving for a direct competitor, he should be signing an NDA/ formal declaration that he’ll not be disclosing any information in any form of communication, written or even verbal context.

Exit Interview

  1. A formal exit interview should be conducted by an HR representative.

  2. This interview would be an open interview in which his experience with the company will be inquired.

Change all private information

  1. There could be some scenarios where an employee may have access to some specific credentials for example credentials of root user or DB user. These credentials should be periodically changed to ensure that he is not able to convey those credentials to anyone.

Notification within Organization (to check)

  1. HR or respective department should also notify all internal employees that a particular employee is not part of the organization anymore.

Notification to Customers

  1. If Employee was customer-facing for example Account Manager, formal notification to that customer should be extended by the supervisor in order to inform them of an alternate email or contact person details for streamlined communication.

Notification to Vendors/Contractors

  1. If the employee was working with contractors, vendors, or any supporting departments. His Supervisor/Line Manager should also intimate respective heads of departments and stakeholders to inform that a particular employee is not part of that organization.

  2. In addition, alternate email or contact person details should also be provided to contractors, vendors, and other stakeholders for streamlined communication.

Handover of Responsibilities

  1. As soon as an employee’s registration is accepted, his notice period is started from the date of resignation.

  2. An employee should ensure to transfer all the knowledge and respective documents/artifacts with his replacement or supervisor.

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