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Exiting Employee Process

This article is for managers and department administrative assistants. Use the Exiting Employee Process when an employee is leaving the district — resignation, retirement, or end of assignment. It is not for internal transfers; for those, use the Internal Transfer Process. The process tells ETS to collect equipment, remove account access, and handle the employee's phone and voicemail.

Before you start

  • Have the employee's last working date available — the form requires it.

Submit the Exiting Employee Process ticket

  1. Exiting Employee Process Helpdesk tile to select when someone is leaving the district.o chooseGo to helpdesk.fhda.edu and log in.
  2. On the main FHDA ETS Help Desk page, click the Exiting Employee Process tile ("Use this form when someone is leaving the district, not doing an internal transfer").
  3. Complete the Employee Offboarding Requestform. It creates a parent ticket with child tickets covering:
    • Computer Equipment
    • Account Access
    • Telephone/Voice Mail
  4. Click Submit.

What ETS does with the exit tickets

Once the request is submitted, ETS works with the manager (or department administrative assistant) to:

  • Provide a list of the exiting employee's assigned computer equipment.
  • Coordinate reassignment of that equipment.
  • Coordinate distribution of the employee's computer data files.
  • Set up email auto-reply and forwarding as requested.
  • Remove or alter the employee's system account access.
  • Coordinate reassignment of the voicemail account and phone number.

Plan the handoff before the last day. Data files, email auto-reply or forwarding, and voicemail changes all need the manager's direction and are much easier to arrange while the employee is still here. Decide what happens to files, email, and the phone number before the last working date, and include it in the request.

The employee's technology checklist

The ETS tickets are the manager's responsibility, but the exiting employee has technology-related steps of their own as part of the district's exit process:

  • Return, or identify the location of, all assigned computer equipment to the manager.
  • Turn in any college/district-provided cell phone to the appropriate contact.
  • Coordinate with the manager on data-file distribution, email auto-reply/forwarding, and voicemail greeting changes.
  • Remove or copy personal data to a personally owned drive or cloud account — account access ends after the exit is processed.

Keys, ID cards, parking permits, the HR Exit form, and the exit interview are handled by Human Resources and the FHDA Police Department; contact HR for that part of the process.

Get help

Submit a ticket at helpdesk.fhda.edu or call the ETS Call Center at (408) 864-8324 (x8324). Leave a callback number.