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When an employee resigns or is being separated, the department/supervisor is responsible for completing the following steps to ensure a smooth transition:

1. Documentation & Notification
   • Provide the employee with an acceptance letter of their resignation.
     • .
   •  as soon as the resignation is accepted or the termination is issued.
     • Termination requests can be future-dated.
     • Be sure to attach all required documentation:
       • For resignations: include both the employee’s notice of resignation and your written acceptance.
       • For terminations: include the termination letter.
2. Employee Offboarding
   • Share the appropriate exit checklist with the employee from this page.
   • Collect all assigned uniforms and equipment, including:
     • Cell phones, pagers, calling cards, laptops
     • Department ID cards, filing cabinet/desk keys, etc.
     • Remind the employee that unreturned items may result in civil action.
   • Share the email deactivation steps from IT to help the employee prepare for system access changes.
   • Ensure the transfer of ownership for internal department accounts, such as:
     • Google Drive folders, departmental email accounts, social media access, vendor contacts, etc.
   • Schedule a final meeting with the employee to discuss any outstanding items or responsibilities.
3. Planning for the Vacancy
   • Complete an internal review of business needs to determine if the position should be backfilled.
   • If applicable:
     • Meet with the Compensation Administration team to review the position description and discuss interim coverage or role changes.
       •  to initiate this review.
     •  to begin the recruitment process.

Optional:

• Encourage the employee to complete the  to share feedback on their experience at Georgia Southern.

If you are separating from Georgia Southern, please complete the following steps to ensure a smooth transition. Failure to achieve final clearance may delay your final paycheck. Unreturned items may result in civil action.

Departmental Tasks

• Submit a resignation letter to your immediate supervisor (a two-week notice is recommended).
  • .
• Return all assigned uniforms and equipment:
  • Cell phones, pagers, calling cards, laptops, department ID, keys (filing cabinets, desks, etc.)
• Share and review IT’s email deactivation steps to prepare for system access removal.
• Transfer ownership of departmental accounts (e.g., Google Drive, departmental email, social media, vendor contacts).

Human Resources Tasks

• Update your personal contact details in OneUSG Connect with a forwarding address and non-GSU email:
   â†’ OneUSG Connect → Employee Self-Service → Personal Details → View Contact Details → Update Contact Details
• If you supervise others, submit a  (future-dating allowed).
• .

Campus Tasks

• Return all university-issued keys to the Lock Shop.
• Return your P-Card in person to Central Receiving and contact purchasing@georgiasouthern.edu to deactivate the PIN.
• Settle all outstanding financial obligations (e.g., returned checks, travel advances, benefits).
• Expire your employee parking pass and pay any outstanding traffic fines via the .
• Return your Eagle ID card to Eagle Card Services for disposal and request a refund of any remaining EagleXpress funds.
• Return any overdue books or materials to the library and clear any outstanding fees.
  • View your library account status here.
  • You may request to become a  if you wish to maintain library access.
• Return any outstanding campus recreation rentals.

If you are transferring to a different department within Georgia Southern, please follow these steps to support a smooth transition and maintain business continuity.

Departmental Tasks

• Submit a resignation letter to your current supervisor (a two-week notice is recommended).
  • .
• Return all assigned uniforms and equipment:
  • Cell phones, pagers, calling cards, laptops, department ID, keys, etc.
• Transfer ownership of any departmental accounts (e.g., Google Drive, email, social media, vendor contacts).

Human Resources Tasks

• If you supervise employees, submit a  (future-dating allowed).
• .

Campus Tasks

• Return all university-issued keys to the Lock Shop.
• Return your P-Card in person to Central Receiving and contact purchasing@georgiasouthern.edu to deactivate the PIN.
• Settle any outstanding financial obligations (e.g., returned checks, travel advances, benefits).