Employee Separations Guide

This guide provides an overview of the separation process at CalArts for both supervisors and employees. It outlines the key steps and actions that will impact you during an employee’s separation, whether voluntary or involuntary. This ensures a smooth and efficient transition while maintaining compliance with organizational policies.

For Supervisors

As a supervisor, you play a crucial role in the employee separation process. Here's what you need to know and do when an employee in your team is separating from the organization:

1. Notify the Appropriate Departments

• HR Notification: HR will be your primary point of contact for separation cases. Please fill out the appropriate forms provided by HR to initiate the separation process.
• IT Notification: You do not need to notify the IT department directly unless it is an urgent separation. HR will inform IT of separations and any related actions needed.

2. Access and Systems Removal

Upon receiving the separation notice, the IT team will deactivate the user’s Single Sign-On (SSO) account, which will revoke access to key systems and applications such as:

• Adobe
• Microsoft Office
• Zoom
• Slack
• Asana
• Formstack

This ensures the employee no longer has access to company resources post-separation. If any specific access needs to be retained temporarily, please communicate this with HR in advance.

3. Equipment Return

• Coordinate with HR to confirm if the equipment will be collected directly from the employee or if the IT team needs to retrieve it.
• Confirm with the IT team to ensure that all equipment, including laptops, desktops, monitors, and peripherals, is collected and logged.
• The IT team will update you on the status of the equipment return and confirm that everything has been accounted for.

4. Communication of Data and Access Needs

If there are any specific access needs, such as delegating the employee’s email to another team member or transferring ownership of the employee’s Google Drive data, please inform IT during the separation process.

For Employees

If you are separating from CalArts, here’s what to expect during the process:

1. Access and Systems Removal

Your access to company systems such as Adobe, Office 365, Zoom, Slack, Asana, and Formstack will be removed either immediately or on your last working day, based on your separation type and final day of employment.

If you require access for any final tasks or transition work, communicate with your HR representative to discuss temporary access needs.

2. Equipment Return

You are required to return all company-issued equipment, including but not limited to:

• Laptops, desktops, monitors
• Docking stations, keyboards, mice, and any other peripherals
• ID cards, security tokens, or badges

Return Process:
The HR team will coordinate with you to schedule the pickup or drop-off of equipment. Please ensure that all devices are in good condition and include any accessories that were provided.

Transfer Ownership of Shared Documents:
Before your last day, ensure that you have transferred ownership of any shared Google Docs or Google Drive files to the appropriate team members. This helps maintain continuity and ensures that your work is not lost during the separation process.

3. Final Pay and Benefits

HR will provide you with information regarding your final paycheck, any outstanding expenses, and benefit continuation (e.g., COBRA for health insurance).

Please ensure that you have updated your mailing address with HR to receive your final documentation.

4. Communication and Handover

If you are involved in ongoing projects, work with your supervisor to transition your responsibilities to other team members.

Remove any personal files or data from company devices before returning them, as these devices will be wiped and re-assigned.

Contact Information and Additional Resources

If you have any questions or need further assistance during the separation process, please reach out to the following departments:

• Human Resources: hr@calarts.edu
• IT Support: cait@calarts.edu

For additional information on company policies and procedures, please refer to the Employee Handbook or reach out to HR for guidance.

Note: The separation process is designed to ensure compliance with company policies and a smooth transition for both the employee and the organization. Please follow the guidelines provided, and feel free to reach out to the relevant departments if you have any concerns or need support.