Checklist of things a supervisor should consider when someone leaves UMaine Extension

Resignation or retirement

  • Ask the employee to submit their intention to resign/retire in writing. The letter should include their position title, last date of employment, and signature.
  • Encourage the employee to contact the Benefits Office.
  • Encourage employees with federal retirement plans to contact the University of Maine Cooperative Extension personnel office six-months prior to their last working day in order to initiate the federal retirement benefit process.
  • Letter of resignation/retirement should be sent to the relevant administrator who will work with administrative assistant for personnel.
  • Administrator announces resignation/retirement in ELT minutes.
  • Notify the staff who process travel and purchases.
  • Notify Technology Office and the Communications Office.
  • Notify the Marketing Manager.
  • Notify the person responsible for the Orono 1-800 line.
  • Inform the retiring/resigning employee that they must return all office keys and to whom. Also, if the employee has a corporate American Express card this must be returned to the Administrative Assistant for personnel.
  • Work with the resigning/retiring employee on a transition plan that addresses:
    • What are the highest priority issues impacting your work?
    • Are there any future program commitments?
    • What work can be deferred or dropped?
    • Who needs to know about the impending staffing change?
    • Who may be able to assume temporary responsibility for essential programming?
  • Who will assume supervision of any impacted employees?
  • How and when will communication with advisory groups, executive committee, and other stakeholders take place?
  • Offer the resigning/retiring employee the opportunity for an exit interview. The purpose of the interview will be for the employee to bring closure to their career with University of Maine Cooperative Extension and to share insights and recommendations for the future.

Termination

If a supervisor has followed due process and worked with the relevant University of Maine Cooperative Extension administrators and the Office of Human Resources at the University of Maine, and the decision is made to terminate an employee, the following are actions to be considered:

  • Work with the relevant administrator and Administrative Assistant for personnel to initiate a Personnel Action Form.
  • Obtain the notice of termination from Human Resources.
  • Meet with the employee and deliver the termination.
  • Ask the employee to remove personal belongings from their office, to turn in all office keys, and corporate credit card.
  • Notify the terminated individual of the Employee Assistance Program as a resource to assist them with this change.
  • Notify the staff who process travel and purchases.
  • Notify Technology Office and Communications Office.
  • Notify the Marketing Manager.
  • Notify the person responsible for the Orono 1-800 line.
  • Work with remaining unit staff or others within University of Maine Cooperative Extension to develop a transition plan that will address:
    • Highest priority work to be done?
    • Future program commitments.
    • What work will be deferred or dropped
    • Who will assume temporary responsibility for essential programming or supervisions?
    • How, what, and when will communication with advisory groups, executive committee, and other stakeholders take place?