Checklist forwhat to dowhen employment is terminated-withform

The following checklist of what you as an employee should do when your employment is coming to an end and cover all workers at the Department of Ecology and Environmental Science. You should have the checklist about 3 months before the expected termination of employment. This period may in some cases be longer, for example, students with repeated extended -employments, or may be shorter, for example, project employees.

What you should have done before you have finished your job and before you leave the department: More detailed comments below.

  1. Leaving your office or your writing space in shared office. Personal items should be taken from there. Working materials that should be left on the department provided to someone who takes responsibility for it.
  2. Returned your computer and emptied it on the files to be saved, either for personal use or by the supervisor, mentor, fellow researchers, study director etc. Computer hardware and licensed software belongs to the department or the University.
  3. Planned your remaining vacation days. There should be no days left when on your last day of employment.
  4. When employment ends the CAS, AD and E-mail accounts will be valid one additional month. The personal web page will automatically be removed at the end of the employment and access to PASS. For “assigned” personnel the CAS, AD and E-mail will disappear immediately. If an extension is needed, the research leader/supervisor can submit a request to Ingrid Forsmark. Decision is taken together with Kerstin Abbing, deputy head of department. The cost for every additional month is SEK 1000. There is a possibility to add the new address information to the web page “Former employees”. Send the information to Ingrid Forsmark. Senior Professors can keep the CAS-username as long as they want but the information has to be updated once a year.
  5. Returned keys and access cards. You will then get back your 300 kronor deposit for the key.
  6. Cleaned in laboratory - experiments - and cultivation areas and emptied stores. Equipment belonging to the department and research materials to be filed shall be submitted to the next supervisor. Please note that all equipment that has been financed by funds managed by the Department or the University belongs to the authority.
  7. Use the attached form to get signatures as a check that everything has been done. Leave the completed form to the personnel administrator no later than your last day of employment!
    Your supervisor or supervisors should allow you to use one to two business days for the above cleaning and finishing, depending on the extent of your previous activities
  1. PhD student who applies for their own research or a postdoctoral position following dissertation and completed graduate studiescan remain at the department for some time. You should then talk to the deputy head of department to get such permission. Professor emeritus or teachers who stay in the department can keep a desk after termination of employment. Again, the consent of the deputy head of department is needed. In all cases, you should set up an agreement with the department head when cleaning, returning the computer etc. as above list should be done.
  2. Researchers and PhD students usually have a "self-funded" computer. Other employees may have a computer that is more than 3 years old. Such a computer can be transferred to the employee when you end your employment. The computer should then be removed from the inventory ledger (ask your financial administrator). You should also leave the computer to a computer technician so that any program with university contracts is cleared. If you are entitled to keep the computer after termination, you must not leave the computer in the department if you no longer have any office place. Computers that are left on your desk more than 1 month after your employment has been terminated, or 1 month after the date you and the head of department agreed, emptied of content and recycled appropriately.
  3. You are supposed to have no vacation days left when your employment ends. If this is not possible for some reason you need to discuss this in advance with the head of department alt your supervisor.
  4. Your CAS user name will be valid one additional month automatically but the access to PASS and the personal webb page will disappear upon termination of employment. Upon application, the deputy head of department, can give you status as “assigned” to the department. For an extended time a fee of SEK 1000 will be charged. There must be reasons for this, such as young researchers from EMG at a postdoctoral stay. There is a possibility to add the new address information to a webb page, “Former employees”.
  5. No comment
  6. Materialsrefers to research materials such as filed paper material (in digital or paper format) and other documents concerning the research project. Primary material should be archived for at least 10 years. Contact prefect if it is unclear. If this cannot be stored in the supervisor/supervisor office you can apply for storage space. Cartons should then be labeled with name of responsible person who shall be an employeeatEMG and a date when the material can be disposed of.
  7. Use the attached form to get all the relevant signatures. Return the form the personnel administrator on the last day of the employment.

1.Forms for signatures during the "cleaning" period

I intend to leave my office on (date)

Alternatively

I like to keep a desk and I've talked to the deputy head of department and I can to keep a desk on EMG to (date)

I am promised to keep a desk on EMG to

(date)

Signature/ Deputy head of department

A computer technician has taken care of my computer because it belongs to the Department

Alternatively

I can keep a computer and a computer technician has emptied it on the software belonging to the department/university and a financial administrator has removed the computer from the inventory list

Signature/Computer technicianSignature/Financial administrator

I know that my e-mail account will terminate one month after my employment ends (immediately for assigned personnel).

Alternatively

I want to continue to be “assigned” to the departmentand I have talked to the deputy head of department of this and got it approved. The cost for every additional month is SEK 1000. The deputy head of department informs the computer technicians and the personnel administrator.

Signature/Deputy head of department

Ihavereturned thekeys and access cardsand I have gotback mydeposit

Signature/Personnel administrator

I have cleaned up after me in the laboratory, in storage, in experiment rooms and growth chambers and returned the borrowed equipment. Note that this must be done before the contract runs out, even if you stay at the department, unless otherwise agreed with the Head of Department.

Signature/Supervisor

I have submitted material to be archived/saved to

Signature and Printed name of the person responsible

This material should be saved to following months/years and I have marked the boxes

Enter the month and year when the material can be disposed

Sign and date this form when everything is done and give it to the personnel administrator at the date your employment ends

DateSignatureIn print