SDSU Separation & Clearance Process

All faculty and staff who are separating from SDSU employment must be cleared through the university's separation and clearance process. The checklist below ensures that employees who are leaving return all university property, and also notifies several campus offices (HR, University Police, TNS, Cashier's, Environmental Health & Safety). Please complete the checklist and click "Submit" once all required fields have been entered. An asterisk indicates a required field.

1. Employee Name *This question is required.

2. Employee Red ID Number *This question is required.

3. Department *This question is required.

4. Manager/Supervisor Name *This question is required.

5. Last Day of Employment *This question is required. This question requires a valid date format of MM/DD/YYYY.

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6. Last Day Physically at Work *This question is required. This question requires a valid date format of MM/DD/YYYY.

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7. CalPERS Retirement Date (if applicable) This question requires a valid date format of MM/DD/YYYY.

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8. Type of Employee *This question is required.

9. Reason for Leaving *This question is required.

10. Comments

Important Notice

Employees are responsible for returning university property upon termination of employment. Failure to resolve issues regarding property and/or to pay any debts will result in the debt being reported to the State Franchise Tax Board for collection from future tax refunds due to the employee.

Pursuant to the CSU Directive HR 2002-31, department managers/supervisors (or designees) are required to notify separating employees of the requirements below:

11. Instructional Technology Services *This question is required.

Notify employee to return any audio/video equipment and/or media to Instructional Technology Services.

12. Enterprise Tech Client Service *This question is required.

If an employee was issued a site license for software, notify ETCS/ADS at (619) 594-3712.

13. Library Services *This question is required.

Request that employee return all library books and/or reference materials to the library. If retiring, an employee may continue to have library privileges. He/she must visit the library and have his/her record changed from "Active" to "Retiree" for privileges after retirement (after receiving retiree ID card from The Center for Human Resources).

14. University Police *This question is required.

Request that employee return all keys and access cards to University Police/Key Issue. The employee will be required to pay the Cashier for any lost keys.
Direct the employee to return his/her parking permit. If the employee has a monthly payroll deduction parking permit, the permit must be returned to University Police/Parking Services. If his/her permit is affixed to a bumper, he/she may drive to the parking kiosk on College Avenue and Canyon Crest Drive for removal by Public Safety/Parking Services.

15. Human Resources *This question is required.

If the employee wishes to make an appointment for an exit interview with a representative from Human Resources, he/she may call (619) 594-8323.
Inform the employee that he/she will be provided information regarding the continuation of health benefits, as well as retirement contribution options (if not retiring). If he/she has questions regarding either, please have the employee call Benefits at (619) 594-1144.
Ask the employee to submit his/her final attendance summary.
Ask the employee to provide Human Resources with his/her current mailing address so that additional pay, benefit information, and/or W-2's will reach him/her in a timely manner.
If the employee was a Form 700 filer, request that the employee complete a Form 700, marking the "Leaving Office" statement in Section 3, and submit it to Human Resources within 30 days of separation.

16. Department *This question is required.

Confirm that the employee has returned phone authorization cards, calling cards, voice passwords, American Express cards, wireless devices, laptops and/or home computers.
Ensure the return of procurement credit cards and the repayment of outstanding travel advances.
If the employee is enrolled in a medical surveillance (monitoring) program, ensure that he/she schedule an exit interview with Environmental Health & Safety.
If the employee is a faculty member or teaching associate, ensure all grades are submitted by the designated deadline.
Unless retiring, SDSU ID cards should be turned in to a supervisor/manager or his/her designee.
Remind employee of his/her obligation to maintain confidentiality of SDSU data.

17. Employee Separation Handout *This question is required.

By checking this box, I certify that I have given the employee an "Employee Separation Handout."

18. Please add your email address for a receipt confirming that you've completed this process.

This question requires a valid email address.

19. Do you have another Separation & Clearance Checklist to submit at this time?