Academic Computing Technologies (ACT)

How to Complete the Employee Exit/Check-Out Process

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Audience: Fullerton College employee(s)

Overview: When an employee leaves Fullerton College, they must complete the Employee Exit Check-Out process to return college property, resolve obligations (e.g., library fines, grades), and ensure compliance with NOCCCD Administrative Policy AP 7350, section 3.0. This article guides managers and departing employees through obtaining, completing, and submitting the Employee Exit Check-Out Form, coordinating with the Human Resources Generalist, Library, Admissions & Records, Facilities, and Academic Computing Technologies (ACT) for a smooth offboarding.

Prerequisites

Managers:

  • Knowledge of the departing employee’s Division/Department and last day.
  • Ability to contact Library Circulation Staff, Admissions & Records, and ACT via email.

Employees:

  • A staff email account and awareness of college-owned items (e.g., keys, laptop, parking permit).
  • Coordination with your immediate management supervisor.

General:

  • Access to the Employee Exit Check-Out Form (See Below).

Instructions

Step 1: Manager – Initiate the Exit Process
  1. Notify HR:
    • Upon learning of an employee’s departure (resignation, retirement, termination), it is recommended to email the Human Resources Generalist.
  2. Obtain the Form:
    • Available for download at the bottom of this article.
    • Alternatively, request a current copy from the Human Resources Generalist onsite.
  3. Provide Form to Employee:
    • Give the printed Employee Exit Check-Out Form to the departing employee.
    • Instruct them to complete their sections before their last day (or last day on campus).
  4. Verify Obligations:
    • Library Fines:
      • Email Library Circulation Staff at [email protected] with the employee’s name and Banner ID (if known) to confirm no outstanding fines.
      • Save the confirmation email.
    • Grades (Faculty Only):
      • Email Admissions & Records at [email protected] to verify all grades are submitted.
      • Save the confirmation email.
    • Email Continuation (Retirees Only):
      • If the employee is retiring and requests email continuation, submit a service ticket with the employee’s name and request details.
Step 2: Employee – Complete Your Responsibilities
  1. Fill Out the Form:
    • Enter your Employee Name, Division/Department, and Last Day of Employment on the Employee Exit Check-Out Form.
    • If desired, provide a forwarding address for future correspondence.
  2. Return College Property:
    • Keys/FOBs:
      • Visit the Facilities Office.
      • Turn in all keys/FOBs and have Facilities staff sign/date the form.
    • Other Items:
      • Return college-owned items to your immediate management supervisor, including (if applicable):
        • Computer/Laptop
        • Cell Phone
        • Radio
        • Tools/Uniforms
        • Parking Permit
        • Other Division Materials
      • List returned items on the form.
  3. Sign the Form:
    • Sign and date the form, acknowledging all college property has been returned.
    • Return the form to your immediate management supervisor.
Step 3: Manager – Finalize and Submit
  1. Review the Form:
    • Confirm the employee’s section is complete, including Facilities signature and returned items.
    • Attach Library and Admissions & Records confirmation emails (and/or note if not applicable).
  2. Sign the Form:
    • Sign and date the form as the immediate management supervisor (IMS).
    • Add any notes (e.g., special circumstances, retiree email requests).
  3. Submit to HR:
    • Deliver the completed, signed form to the Human Resources Generalist scan a copy to their office before the employee’s last day.
  4. Notify ACT:
    • Submit a service request to deactivate the employee’s FCNet account (e.g., [email protected]) and Work Phone (If applicable).

Notes

  • Timeline: Complete the process before the employee’s last day to avoid delays in offboarding.
  • Retirees: Email continuation requires approval; coordinate with ACT and your Supervisor.
  • Remote Employees: Managers coordinate with Facilities/HR for property return (e.g., shipping laptops).
  • Policy Compliance: Adheres to NOCCCD AP 7350, section 3.
  • FCNet Deactivation: ACT disables accounts post-departure to secure data; delays may violate AP 3720.

FAQs

Where do I find the Employee Exit Check-Out Form?

See below or request a current copy from the Human Resource Generalist or find it located on the J:drive in the Forms and Procedures folder.

What if the employee can’t visit campus?

Manager's discretion to arrange property return (e.g., shipping) and coordinate with Facilities/HR remotely.

Can retirees keep their email?

Email retention is dependent on current District Policy. Submit a service request to ACT for more details.

What if I don’t get Library/Grades confirmation?

Note the issue on the form.

Support

  • Human Resources:
    • See the HR Generalist on campus
  • Library Circulation: [email protected]
  • Admissions & Records: [email protected]
  • Facilities Office: Building 3000, Berkeley Center
Procedure - Employee Exit.pdf
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