Probation Department Policy/Procedure Manual
5.24 Processing an Employee Separation
| Location |
Support Services-Human Resources |
| Section |
N/A |
| Subject |
5.24 This serves as a guideline for processing a separation |
| Purpose |
Processing an Employee Separation |
| Effective Date |
1/1/2018 |
| Previous Effective Date |
11/1/2022 |
An employee will give written notice to the Chief Probation Officer advising them that they will be separating from the Department. This notice shall include their last day of employment with the Probation Department. Note: Prior to completing the necessary actions for a separation, determine that the employee is not transferring to another department within the County. If the employee is transferring, forward the employee’s PAF to the HR contact for that Department. Notify the employee’s supervisor of the transfer out to the Department and advise them to collect Probation specific property.
Utilize the Probation Employee Separation checklist to process the necessary transactions for the separation once the letter of resignation is given to Probation HR. The letter of resignation should be signed off by the Chief Probation Officer.
Email the employee’s supervisor the County Exit Checklist and a reminder to collect all County property. Inform the supervisor of which keys are logged out to the employee, and request that the keys and ID badge are returned to Probation HR.
Complete the Separation Report. Complete the PAF. Attach the Separation Report, the PAF, the Letter of Resignation and the Exit Checklist together, and forward to the Department’s assigned HR Tech.
Forward the employee the optional exit questionnaire via email.
Email a notification to Probation IT to submit a Delete User Request.
Notify Pension Trust if a permanent (non-temporary) employee is separating.
Utilizing the Probation Separation Template, notify the following groups: Probation IT, HR supervisor, Executive Assistant to the Chief (E-mail Groups/Org Chart), PR_PSU (PR Professional Standards group, which includes Backgrounds, Training and Professional Standards. The employee’s Chief Deputy, SDPO/Supervisor. Copy: Chief Probation Officer, Assistant Chief Probation Officer, Chief Deputy over Support Services and the other DPT.
Complete updates to the phone line for separation: update Master Telephone Log and building map if applicable.
If an officer is retiring, email the Supervising Deputy Probation Officer over the Professional Standards Unit to request a retired officer ID card to be issued to the employee.
Pull DMV Confidential Form and follow instructions for processing, updating DMV Confidential Home Address List & Send to DMV (if applicable).
Transfer I-9 from Perm to Former Employee Binder.
Notify the Casa Loma and JSC Front desks to remove ECI forms, update mailboxes, remove nameplates, etc.
Pull Medical File and insert in Admin File (record separation dates on files).
Move employee’s electronic Administrative and Medical File Logs to the “separated employee” file folder in the F:Drive.
If the separating employee held a sworn position, email the SLOCPPOA union president.
Remove from Bilingual List (if applicable).
Delete from employee Contact Info List. Update the Permanent Employee List. Update Emergency Site Roster.
Update any direct reports in NeoGov (if applicable).