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Internal Audit Office

Kansas State University
214 Anderson Hall
Manhattan, KS 66506-0118



Clearance Procedures at Separation

Chapter 4950
Revised August 31, 2004

Table of Contents

.010 General Information
.015 Exit Interviews
.020 Questions
Related Content
.100 Employee Separation Checklist (PER-24)
.200 Exit Interview Letter at Retirement
.300 Exit Interview Letter at Resignation

.010 General Information

University departments are responsible for ensuring that separating employees return all University property such as books, apparatus, keys, and other materials, and that any KSU Foundation travel or accommodation loans have been repaid. Faculty members in the departments of Biochemistry, Biology, Chemistry, Geology, Physics, Extension, or any department in the Colleges of Agriculture, Engineering, or Veterinary Medicine must dispose of or account for all radioisotopes. With the exception of retiring employees, the department should collect the University identification card and forward the card to the I.D. Center, K-State Student Union, if the employee will remain in the area after separation. If the employee is leaving the area and does not intend to return to KSU, the I.D. card may be destroyed. If the employee was issued a UMB VISA Business Travel Card, it should be cut in half and returned to the Division of Human Resources, Payroll & Employee Data, 103 Edwards Hall. If the employee would like to authorize the release of information identified on the form to prospective employers for an employment reference, they should complete the Authorization to Release Information form(PDF). The form should be retained in departmental files. Please refer to KSU PPM Chapter 4010, Employment Verifications and References for the form.

The Employee Separation Checklist (PER-24)(PDF), itemizes the areas that need to be cleared. This form is intended to advise the employee of clearance obligations at the time of separation from KSU. When clearance is complete, the PER-24 form is to be filed in the department personnel file. It is not to be returned to the Division of Human Resources.

The PER-24(PDF) form may be obtained from the Division of Human Resources, 103 Edwards Hall or on the web at Division of Human Resources Forms page.

.015 Exit Interviews

Depending upon the type of separation, provide a copy of the Exit Interview letter from the Director of Human Resources to the separating employee, available at:HR Forms
Exit Interview Letter at Retirement(PDF
Exit Interview Letter at Resignation PDF)

All resigning or retiring faculty and unclassified professionals who hold regular, probationary, or tenured contracts are requested to schedule a personal exit interview with the unit head, Dean or central administrator (Assistant, Associate Provost or Vice President.) Another option is to complete either an on-line or paper exit interview survey.

Separating classified employees must complete the Exit Interview for Classified Employees form, PER-16(PDF), available at HR Forms. In addition, they may also desire to schedule a personal exit interview with their unit head.

Please advise all employees to forward e-mail from @ksu.edu to an e-mail address that is either their new employment e-mail or an at-home e-mail.This may be done by updating their eProfile settings at www.eid.k-state.edu.

.020 Questions

General questions regarding this clearance procedure should be addressed to the Division of Human Resources, (785) 532-6277. Specific questions may be directed to any of the departments mentioned on the checklist.