Supervisor will create a Staff Exit ticket in Zoho as soon as they become aware of staff departure from the Academy. Opening a ticket will initiate the Academy check-out procedures and will be managed by the Hiring Specialist.
Log in to your Zoho account and “Submit a Ticket” from the top menu.
Select Academy Staff Exit and fill in all the information requested.
Subject should read “[name of staff member] is leaving the Academy on mm/dd/yy.”
Type of Exit:
Planned resignation: staff member submits letter intending to resign at a future date.
Unplanned resignation: staff member resigns on the day.
Termination: staff member is being separated from employment.
Enter the staff member email address, job title, and Program or Division.
Supervisor name and email (in some cases the supervisor may be different than the one entering this information.)
If “No”, then the Hiring Specialist (HS) will remind you to email the resignation letter. SDSURF HR Business Partner (HRBP) should be emailed resignation letter when supervisor receives it.
Include staff member first day of work and the anticipated last day of work at the Academy. (This will allow us to track time in positions for reporting purposes.)
Work Location will determine where IT can expect equipment drop off.
Workplace Announcements are made for all exiting staff at the discretion of the supervisor and/or staff member. If “No” then HS may reach out to confirm announcement.
The HS will schedule the Exit Interview in most cases which means the supervisor will mark “No.”
The HS will follow up with the supervisor and communicate via the Zoho Ticket System to support the transition and close out the ticket.
When the ticket is submitted the following people will be notified, either to make them aware of the changes to staff (LT, Janice, & Stacie) or because they are required to take some action to ensure a smooth transition.
Leadership Team (Jen TT, Minola CM, Jen B, Dawn SS, Jacquie F)
Stacie Johnston, Contracts & Fiscal Manager
Janice Yuwiler, Org Development Manager
Carrie Gibson, Evaluation Systems Manager
Andrew Jones, LMS Administrator
Akmal Seddiqi, IT Systems Support Administrator
Freddy Ramirez, Front Office Supervisor
Angie Figueroa, Lead Fiscal Analyst
Dina Helbig, Hiring Specialist (HS)