Employee Termination Policy

Version: 1.00Issue Date: 10/15/2014

1.0 Overview

Because employee termination is an especially sensitive issue, a policy covering the issue of employee termination should be created by all organizations. Some of the issues related to employee termination are covered in the Account Management Policy but there other concerns beyond account management when considering employee termination.

2.0 Purpose

This Employee Termination Policy is designed to prevent unauthorized access to resources by outlining timely methods of access and property control when employees or contractors leave the organization whether the seperation is voluntary or not.

3.0 Scope

This Employee Termination Policy applies to all employees and personnel that have any type of accounts in the organization or that allow access to organizational data. Personnel includes contractors, consultants, and temporary employees. This policy also applies to organizational provided equipment and physical access devices such as keys or cards. This policy is effective as of the issue date and does not expire unless superceded by another policy.

4.0 Procedure

Voluntary termination requires a two week notice period prior to termination.

  • If the termination is voluntary:
    • The personnel manager contacts the Human Resources Department informing them of the termination and planned termination date. The personnel manager chooses whether to remove access to any accounts immediately and which accounts. The personnel manager also decides what equipment or keys should be immediately returned, collects the items from the employee, and informs the Human Resources Department.
    • The Human Resources Department checks the position description and active account creation forms to determine accounts the employee has access to.
    • If the employee or staff member has special roles such as an administrator of resources and can give or grant resource access to others, that ability will be immediately removed and transferred to another employee.
    • On the termination date the Human Resources Department activates the account removal procedure for each account the employee still has access to. It uses the description of resources list to get contact information for managers and administrators for each resource involved.
  • If the termination is involuntary:
    • The Human Resources Department immediately activates the account removal procedure for each account the employee has access to. The account removal procedure should be coordinated and complete for all involved accounts before the employee is informed of the involuntary termination.
    • If the employee or staff member has special roles such as an administrator of resources and can give or grant resource access to others, that ability will be immediately removed and transferred to another employee.
    • The employee is informed by the personnel supervisor of the termination and immediately brought to the Human Resources Department.
    • The Personnel supervisor gets the list or has a copy of the list of items checked out by the employee from the Human Resources Department. The personnel supervisor requires the employee to return all keys, badges, and equipment using the list of checked out items to be sure all equipment is returned.
    • Any reports, information or misconduct reports pertaining to the termination must be kept for at least the minimum required time to meet regulations or to protect the organization.
  • The Human Resources Department will conduct an exit interview for all terminating staff members and brief the employee about:
    • Continued confidentiality and privacy policies and requirements.
    • Any additional continuing obligations or legal issues.

All termination and job change procedures must be carried out in a timely manner.

5.0 Checklist

  • Telephone access
  • Badges
  • keys
  • Card keys
  • Removal of any keyless entry accounts.
  • Changes to combinations that the departing employee may know.
  • Tokens (authentication)
  • Cell phones
  • Pager
  • Computer accounts
  • Software
  • Computer hardware
    • Computers
    • laptops
    • Handhelds such as digital assistants, notepads.
  • Tools
  • Removal of name from access lists
  • Removal of name from employee and department lists
  • Removal of access to computer equipment such as firewalls, network switches, network routers, modems, and servers.
  • Revoke any remote access privileges including VPN or dial-in
  • Return of manuals
  • Return of organizational credit, debit, or cards used for purchases.
  • Revokation of access to accounts used to make purchases by the organization - inform vendors.
  • Telephone calling card or account.

6.0 Enforcement

Since proper employee termination is very important to the security of the organization organizational members that do not adhere to this Employee Termination policy may be subject to disciplinary action up to and including denial of access, legal penalties, and/or dismissal. Any employee aware of any violation of this policy is required to report it to their supervisor or other authorized representative.

Approval

Approved by:__________________________ Signature:_____________________ Date:_______________