Leaving Western - Department Responsibilities

Department Responsibilities

  • The "Check Out" Esign form has been disabled and is no longer in use.  Please follow steps below.  Please feel free to contact HR with any questions!
  • Obtain resignation/retirement letter/email from employee
  • Create "separation" Personnel Action Form (PA) and attach employee's resignation info. to the form. This step needs to take place immediately after receiving notice from employee to avoid paycheck overpayments and to ensure the departing employees access to Western systems is removed after their last day of employment. Submit and route to HR.forms@wwu.edu
    • Classified, Professional Staff, Executive Officer, Associate Dean positions use this form
    • Faculty, Librarian, Grad TA positions use this form
  • If the employee is in a supervisory position, ensure they have submitted a Payroll Approver Change Form
  • Request that the employee create a transition plan to hand off responsibilities and information
  • Please review the What an Employee Should Do Before Leaving Western page with your departing employee to ensure any files, important emails are saved, voicemail and emails are forwarded.
  • If necessary, remind employee to update their forwarding information/mailing address in Web4U
  • Refer employee to FAQ's and employee section of this webpage for info. and resources
  • Confirm employee has returned all WWU and department specific equipment/property and ensure items are returned to appropriate departments.
    • Purchasing Card
    • Keys/FOB - Visit FDO's Guide to Services page for contact info.
    • Computer Equipment (monitors, keyboards, laptops, mobile devices)
    • Any WWU furniture used at a remote office location if applicable
    • Any Library Materials
  • Remove employee info. from department website and directory. If there is not an employee designated to do this in your area, please contact webhelp for assistance.
  • Supervisors: please visit our WAWU webpage to review Provisions re: notices for Operating Student Employees (OSE's) and Article (16) for Educational Student Employees (ESE's)
  • Complete a termination form:
    • Grant Funded positions need to be terminated by using the Personnel Action form
    • Undergrad positions can be terminated by completing an EPAF
  • Any questions please contact: