Employee Departures

At Lakehead University, we aim to make every employee departure as smooth and professional as possible, for both the departing team member and their manager. This page provides resources and guidance to support you through the transition process.

All resignation or retirement notices should be forwarded to formsubmission.hr@lakeheadu.ca for processing.

Please contact Human Resources at human.resources@lakeheadu.ca for any questions, clarifications, or support regarding the employee departure process

 Resources for Managers

To support you during the employee departure, we provide several resources:

1. End of Service Checklist for Employee Use

A step-by-step guide for the departing employee to complete responsibilities prior to leaving. Includes items such as:

  • Returning University property
  • Completing final administrative tasks
  • Reviewing benefits and entitlements

2. Employee Departure Checklist (Manager Version)

A detailed guide for managers to ensure all administrative, procedural, and compliance steps are completed. Covers areas such as:

  • Payroll and vacation payout processing
  • Access and account deactivation
  • Knowledge transfer and team transition

3. Employee Belongings Exit Protocol

Outlines how to handle and store personal belongings when an employee is unable to retrieve them before their departure.

4. Employee Exit Checklist

A comprehensive summary of key actions to support a smooth transition, including:

  • Communication with the team
  • Access removal
  • Final documentation

Note: Not all documents or steps may apply to every departure. Depending on the type of transition (e.g., departmental change, position change, or full resignation), some items may not be relevant or may require adjustments. Managers should use discretion and contact HR for guidance as needed. HR will also send a standardized Exit Questionnaire directly to the departing employee to gather feedback about their experience at Lakehead University.

Employee Departures FAQ's

 What happens when HR is notified of an employee departure?

When an employee resigns or transitions out of a role, HR will notify the manager with key information about the departure. This includes resources and checklists to guide the process. HR will also send an Exit Questionnaire directly to the departing employee to gather feedback about their experience at Lakehead University.

 

What resources are available for managers during an employee departure?

 Managers have access to several resources, including:

  • End of Service Checklist (Employee Use): Guides the departing employee through tasks such as returning University property, completing final administrative tasks, and reviewing benefits.

  • Employee Departure Checklist (Manager Version): Ensures all administrative, procedural, and compliance steps are completed, including payroll and vacation payouts, access deactivation, and knowledge transfer.

  • Employee Belongings Exit Protocol: Provides guidance on handling personal belongings if the employee cannot retrieve them before departure.

  • Employee Exit Checklist: Summarizes key actions for a smooth transition, including team communication, access removal, and final documentation.

Do all checklist items apply to every departure?
No. Depending on the type of transition (e.g., departmental change, position change, or full resignation), some items may not be relevant or may require adjustments. Managers should use discretion and contact HR for guidance as needed.
How can HR support managers and employees during a departure?
HR is available to assist with clarifying checklist items, answering compliance questions, and ensuring a smooth and professional transition. Managers and employees are encouraged to reach out to HR for guidance at any stage of the process.
What should I do if an employee cannot complete their tasks before leaving?
Managers should follow the Employee Belongings Exit Protocol and work with HR to ensure any incomplete tasks are addressed appropriately. HR can provide guidance on reassigning duties, retrieving University property, and handling access or account deactivation.
Who should I contact if I have questions about the departure process?
Please contact Human Resources at human.resources@lakeheadu.ca for any questions, clarifications, or support regarding the employee departure process.
Can I have access to my departing employee’s Exit Questionnaire responses?

No, individual Exit Questionnaire responses are confidential and are sent directly to Human Resources. This ensures that departing employees can provide honest and constructive feedback without concern for privacy.

HR reviews the responses to identify trends and areas for improvement across the University. Managers may receive summarized or anonymized feedback relevant to their department, but individual responses are not shared to maintain confidentiality.