Leaving the Library

This page includes information and procedures needed to successfully end Library employment.

• Units are required to provide the Employee Separation and Exit Form for paid Faculty, Academic Professional and Civil Service Employees to those employee groups when they are fully separating from the University to review and sign the form.
• Once the employee has read and signed the Employee Separation and Exit Form, the form should be sent to the appropriate Library HR Coordinator.
  • Academic Professional and Faculty forms should be sent to Aneitre Johnson (atjohnsn@illinois.edu)
  • Civil Service forms should be sent to Amy Dannowitz (amydanno@illinois.edu).
• For Retirement- to help ensure a smooth retirement process, please inform Library HR of your plans to retire at least 60 days prior to your retirement date.
• Departing employees should complete the Offboarding Form when requested by HR. This notifies Facilities and IT of the departure and helps coordinate the return of equipment and keys.
• Departing employees are also invited to an optional exit interview by members of HR or ODT. These exit interviews allow us to collect valuable insights and feedback to improve the Library as an organization. Exit interviews are done individually and usually take 30-40 minutes.
• Supervisors of Departing Employees- Please use the Library Offboarding for the Supervisor Checklist to help ensure a smooth offboarding process for your departing employee.
• AULs Offboarding a Unit Head- Please complete one of the following:
  • If completely separating from the Library: Library Offboarding of a Unit Head
  • If staying within the Library as a Non-Unit Head: Library Offboarding of a Unit Head – Returning to Faculty

• Units are required to provide the Employee Separation and Exit Form for Graduate Assistant Employees to those employee groups when they are fully separating from the University. 
  • The employee should review and sign the form
  • Please email a signed copy of the Form to the Graduate Assistant Coordinator, Aneitre Johnson (atjohnsn@illinois.edu).
• Units may choose to conduct exit interviews for their employees.
• If a Graduate Assistant is ending their contract early or if the contract is being ended due to performance the union process outlined in the Graduate Employee’s Organization (GEO) Contract must be followed.
  • Please contact the Library HR Graduate Assistant Coordinator, Aneitre Johnson (atjohnsn@illinois.edu) if you have questions about this process.

• For Undergraduate Employees, no Exit Form is required by campus. 
• Units are required to provide the Employee Separation and Exit Form for Graduate Hourly, Academic Hourly and Extra Help Employees to those employee groups when they are fully separating from the University.
  • The employee should review and sign the form
  • Please email a signed copy of the Form to the Hourly Employment Coordinator, Grace Flavin (gflavin@illinois.edu)
• Units may choose to conduct exit interviews for their employees
• Hourly positions should be ended in JOYCE. If they have another active HOURLY job in your Department that needs to remain active, you may submit an ‘End Job’ action. If they will no longer be working for your Department in an hourly capacity, please submit an ‘End All Jobs’ action in JOYCE. Please review the JOYCE 2.0 Hourly Supervisor User’s Guide for further guidance when completing these actions.  If after referencing the guide you have additional questions, please reach out to the Hourly Employment Coordinator, Grace Flavin (gflavin@illinois.edu).
• Graduate Hourly student employees cannot continue working in a student capacity upon graduation
  • If you wish to continue to employ them after graduation, you may switch them to an Academic Hourly or Extra Help position by submitting an ‘Add Job’ in JOYCE
    • Then, their graduate hourly position(s) must end
    • For more information, please review the Academic Hourly & Extra Help Recruitment page.

Each separating employee should be provided with the following:

• COBRA
• SURS Refund Fact Sheet
• Unemployment informational pamphlet (If this Illinois Department of Employment Security (IDES) document is not given to the exiting employee, the University will not be in compliance with Illinois laws.)
• W-2 Address Change Information