Resignations (exit procedure)
Resignations (exit procedure)
9 March 2017
Can’t find what you are looking for in this post? Please visit forum and let’s chat!
What needs to happen between an employee deciding to resign and the employee’s final day of work?
If you would like to disengage your employment at Shofar Christian Church, or you are a manager with an employee that is leaving, here are a couple of things that need to happen before an employee is released.
- Formal resignation: Send a formal resignation letter to hr@shofaronline.org with the relevant notice stated according to contractual agreement, or per discussion with your co-ordinator/ manager.
- Update job description: Revise your job description to include tasks accurate up until your exit. Send the final document to HR. (hr@shofaronline.org)
- Hand-over document: Schedule a run sheet for your responsibilities with a tab for weekly responsibilities, a separate tab for monthly responsibilities and a separate tab for annual responsibilities. This run sheet should be comprehensive enough for a new employee to follow without missing a task. Add a fourth tab to include all the passwords that someone taking your position would need. You may also include a fifth tab for extra notes with information that someone taking your position might need. Please send your hand-over document to HR before you exit.
- Network: If you added any files or were responsible for any section of the server for the duration in which you worked in your current position, please be sure to delete any unnecessary files before you leave. Any files that need to be left on the server which you added, should be neatly structured for ease of reference to anyone else that needs to access these files.
- Manual files: If there are any manual files that were in your care that you are now handing over to someone else’s care, please make sure that the documents are coherently ordered within the correct files, as apposed to a disorderly file where a new person would struggle to find what they need. Also please make sure that your files are up to date to where they should be at the point where you exit the position.
- Change address: Please make sure all personal postal correspondence is changed to your personal address, so that no personal post still gets delivered to Shofar postal addresses.
- Forwarding information: Please send the contact information that you will use once you have exited, to Shofar HR. This includes your physical and postal address; e-mail address and cellphone number. This information will remain confidential to HR and only be used in the event that it is absolutely necessary.
- Handover: Once someone has been appointed to take over your position, begin the process of handing over your responsibilities to them. This process is determined by the amount of time that you have with person who will be taking over from you, the more time the better!
- Return church property: Be sure to return everything that is not yours before you exit. this can range from office stationary and library books to bank cards and sound equipment or cameras. Please return keys and remotes that grant you access to church property. Please note that no lengthy usage of any item entitles you to take the item with you when you exit. All property of Shofar Christian Church remains so, unless signed off on a document administered by the Shofar finance office.
- Debrief: Schedule a time to meet with your supervisor and discuss how you feel about leaving and any report back of issues that you would like to do before exit. Your contribution in the form of your opinion matters to us in this regard.
- Inform stakeholders: If your position required that you work with external companies at all, for example suppliers or service providers, please email a formal notice letting them know when you will officially exit and who will be replacing you/ introduce the new contact person with them cc’d into the email preferably.
In addition to publishing this information here on the Human Resources section of the help desk, mails will be sent to employees in response to HR’s reception of their resignation letter, with guidance as to the exit procedure.
