Separation Notifications

Separated Employees

Please use the following checklist, where applicable, to ensure a smooth transition upon leaving your department and the University.

Please note this list may not be all inclusive and you are encouraged to discuss any additional questions and concerns with your manager, Office of Human Resources and/or the OIT Help Desk Office as needed.

  • Update Contact Information – Please update your e-mail address, mailing address and phone number via InsideND or contact askHR via askhr@nd.edu or (574) 631-5900. This information will be used to provide you with your W-2 and other pertinent information after your separation. Note that your W-2 will be mailed to your home address in January.
  • Benefit Information – Please refer to the following link (hr.nd.edu/benefits/life-events/separation/) or contact askHR (574) 631-5900 for information on your benefits upon separation from the University.
  • Access final pay stub via InsideND
  • Google Drive access – Please follow these instructions to remove and/or transfer ownership of files.
  • Box access – Please follow these instructions to remove and/or transfer ownership of files.
  • Electronic devices and accessories (e.g., laptop, tablet, etc.) – Please turn in all items to your manager and/or department departmental IT staff.
  • ID card – Please turn in to your manager or the Campus Card Office.
  • Domer Dollars – View the policy on your remaining Domer Dollars balance.
  • Keys, locks, & electronic fobs (e.g., workspace, office area, etc.) – Please turn in to your manager.
  • University credit cards (i.e., ProCard, Meeting, and/or Travel Card) – Please turn in to your manager.
  • Parking hang tag & Proximity card – Please turn in to your manager or Parking Services.
  • Uniforms – Please turn in to your manager.
  • Library materials – Please return all checked out Library materials.

Please contact askHR (574) 631-5900 with questions.

Please contact the OIT Help Desk at (574) 631-8111 if you need assistance with any IT related matters.


Other Recipients

Please use the following checklist, where applicable, to ensure a smooth transition upon an employee leaving your department and the University. (Please note this list may not be all inclusive and encourage you to discuss additional questions or items to consider with the separating employee, Office of Human Resources and/or the OIT Help Desk as needed).

  • Update Contact Information – Please ensure the separating employee has updated contact information, which can be done via InsideND (links: e-mail address, mailing address and phone number) or by contacting askHR at askhr@nd.edu or (574) 631-5900. This information will be used to provide the separating employee with W-2 and other pertinent information after separation. Note that W-2s will be mailed to the employee’s home address in January.
  • Benefit Information – Please ensure the separating employee is aware of how benefits will change upon separation from the University. For additional information, see the following link (hr.nd.edu/benefits/life-events/separation/) or contact askHR at (574) 631-5900.
  • View How Employee Can Access Their Remaining Pay Stub(s) via InsideND
  • View the Policy on Remaining Domer Dollars
  • Departmental IT access – Please remove access to all department specific IT access as well as notifying your departmental IT staff (DSS), if applicable.
  • Electronic Assets – Email, Google Drive and Box
    IF THE EMPLOYEE HAS NOT SEPARATED YET,
    • Encourage the employee to Create Their Out of Office Response
    • Encourage the employee to Forward Their E-Mail
    Google Drive access- Please ensure that the employee has followed the instructions to remove and/or transfer ownership of files
    Box access- Please ensure that the employee has followed the instructions to remove and/or transfer ownership of files
    IF THE EMPLOYEE HAS ALREADY LEFT THE UNIVERSITY,
    Out of Office Response – contact the OIT Help Desk to create an auto reply for the employee’s email account
    Email, Google and Box data – access to email and other data after an employee terminates requires review and approval by university leadership. OIT InfoSec facilitates the approval process as described in https://nd.service-now.com/kb_view.do?sysparm_article=KB0010830.
  • Electronic devices and accessories (e.g., laptop, tablet, etc.) – Please collect and reuse within department or return to department DSS/appropriate managing party.
  • ID card – Please collect and return to the Campus Card Office.
  • Keys, locks, & electronic fobs (e.g., workspace, office area, etc.) – Please collect all keys, locks, and electronic fobs and decommission any building or office access codes.
  • University credit cards (i.e., ProCard, Meeting, and/or Travel Card) – Please collect and destroy in shred bin.
  • Parking hang tag & Proximity card – Please collect and return to Parking Services.
  • Uniforms – Please collect all uniforms.
  • Library materials – Please ensure all checked out Library materials were returned.

If the separating employee requires access to NetID or buildings past their last day worked, please complete the Affiliate NetID ServiceNow Request. To ensure uninterrupted access:

  • submit the Request prior to the Last Day Worked
  • ensure that the START DATE on the Request form equals Last Day Worked – not a date before and not date after.

Please contact askHR (574) 631-5900 with questions.

Please contact the OIT Help Desk at (574) 631-8111 if you need assistance with any IT related matters.