Notice of Departure Form

Supervisor's Responsibilities

• When the department becomes aware of an upcoming employee departure, whether voluntary or involuntary, the department designee is to complete and submit a Notice of Departure form to the Office of Human Resources.

• Information needed to submit a Notice of Departure form

  • Employee name

  • Employee ID #/Colleague ID #

  • If the employee is an alumnus and/or retiree

    • This information is needed because if the employee is an alumnus or retiree they may be granted an alumnus/retiree VU Google account.

    • Answering yes to this question will result in an automated emailing be sent to the employee with more information and a link to the Valparaiso University Employee IT Account Policy.

    • Although alumnus and retirees may be able to maintain a VU email address, they will not retain nor have access to email history or documents. Their email account will start as a new VU email account.

    • All employees who are not alumnus or retirees will no longer have access to a VU Google account, including their VU email.

    • For more information, please review the Valparaiso University Employee IT Account Policy.

  • Employee's VU email address

  • If applicable, a new forwarding address for the employee.

  • Department

  • Last day worked

  • Last day of employment

  • Was an exit interview held

  • Is the employee eligible for rehire in the future

  • Reason for end of employment

    • Termination – this reason is used when an employee is terminated by the university and the separation of employment was not the employee’s choosing

    • Resignation – this reason is used when an employee chooses to leave employment with the university

      • You will be required to upload a copy of the employee’s resignation letter

    • Early retirement – this reason is used when an employee qualifies for early retirement

      • If you select this reason you will be asked if the departing employee would like a courtesy card, a VU email account and intranet access.

    • Regular retirement – this reason is used when an employee qualifies for regular retirement

      • If you select this reason you will be asked if the departing employee would like a courtesy card, a VU email account and intranet access.

    • Deceased – this reason is used when an employee passes away while employed by the university

    • Reduction in workforce – this reason is used when an employee is separated from employment due to reduction in staffing initiatives by the university

  • IT access

    • You will answer yes to this question If another employee will need access to the departing employee’s email or files for business continuity purposes.

    • With the approval of the Office of Human Resource Services, another employee may be granted temporary access to the departing employee’s email and/or files for a limited time.

• Please note that the Notice of Departure form should be completed and submitted as soon as possible, and before the employee’s last day (when possible).

Human Resources' Responsibilities

• When a Notice of Departure form is received and processed, HR will review the employee file for an application for Tuition Exchange or Tuition Remission for either the employee or the dependent. If there is a request on file, send the Office of Financial Aid an email notification with the following information

  • Please be aware that the following employee will be ending employment

    Employee:

    Dependent Name:

    Date of Termination:

    TR/TE Benefit End Date:

    • Tuition Remission forms will be in Perceptive under the employee for reference.

    • Tuition exchange uses a separate website, and is verified between Financial Aid and HR via email.

      • The HR department should scan and upload the email into Perceptive, to keep as a record in the employee file.

        • Document Type = HR - Tuition Exchange App

      • Financial Aid will not know to end benefits for an employee unless notified by the Office of Human Resource Services.