Purpose of Separation Notice
To notify the administrative offices of upcoming employee separation. Separation notices are to be submitted by the employee's supervisor or department delegee as soon as a Letter of Resignation or Retirement is received and must be submitted before an employee's last day or as soon as the supervisor learns of the separation. Confirmation of Resignation templates can be found below to be submitted with separation notice.
Please submit the Separation, along with the Resignation notice in WorkDay in the app portal - www.my.mines.edu:
Please note that failure to provide this information in a timely manner may cause additional compensation and benefit delays/errors for the employee. If you have any questions regarding the forms, please contact MAPS@mines.edu.
- Submit the Resignation or Retirement Notification Letter/email AND Confirmation of Resignation (see “Confirmation of Resignation Templates” for further instructions)
- Include the mailing address on the Separation Notice.
- Promptly submit employee’s last Monthly Leave Report no later than 3 days prior the separation effective date.
- Provide the “Responsibilities of the Employee” information below to employee before departure.
- Return the One Card to the MAPS office.
- Obtain keys, magnetic access cards, and computer equipment/property belonging to School.
- Direct employee to transfer essential computer files and software to appropriate user and delete personal files.
- Direct the employee to clean out any laboratory or chemical storage areas and contact Environmental Health and Safety for removal of hazardous waste or excess chemicals.
- Have employee fill out Exit Survey before departure.
- If applicable, complete employee’s final evaluation and send to Human Resources.
For preserving or transferring employee data: ITS Computing Account Termination Service
- Notify MAPS Office if transferring to another state agency or Colorado university 5 days prior to departure. Please have Human Resources or Payroll contact for transferring agency/university available for MAPS.
- Contact the Benefits Office concerning continuation of benefits, 303-273-3052.
- Contact the MAPS Office to settle outstanding fines, loans, travel advances, or other accounts receivable.
- Complete Exit Survey before last working day.
- Contact Research Services to make sure research project deliverables have all been finalized and sent to sponsor; deficits in budgets have been zeroed out.
- Notify Research Services of In-Progress Research/Proposals going with you or assigned to a new CSM PI
- Leave your bank account open for last paycheck deposit. If you would prefer to receive your last pay as a written check, contact Payroll and fill out a “request to mail check form”.
- Record and submit all monthly leave usage via the web employee vac/sick leave system.
- If employee is responsible for a lab, schedule a clean out with Environmental Health & Safety.
- Remove all personal items.
- Return all material on loan from the Library.
- Save Mines contact information
- ITS will schedule the departing employee's access to end based on their last day of employment
- MAPS will ensure OneCards are deactivated, Chrome River accounts are reconciled, payroll calendars are submitted, and address information is correct for any tax statements or final paychecks
- If applicable, Human Resources will schedule an exit interview with the employee directly. Please feel free to reach out to Human Resources to schedule a time in advance (HR@mines.edu).
Instructions: Supervisor should copy the verbiage below and email it to the employee one the employee submits their resignation. A copy of that email should be submitted to the Separation Notice along with the letter of resignation. If you are unsure which template to use, please email Human Resources at HR@mines.edu.
State Classified Employees (Per State Board Rule 7-2, supervisors must wait 72 hours after letter of resignation before sending Confirmation of Resignation but must send before final day of employment)
We have received and accepted your resignation. Your employment with the Colorado School of Mines will end on <<date>>. Your salary will be closed on <<date>>and transferred to you on <<date>>.
Please reach out to the Mines Administrative Processing Services (MAPS) team should you have any questions regarding your pay. You can reach the MAPS team Monday through Friday from 7:30 am until 5:00 pm by visiting Guggenheim Hall, Suite 224 or by calling them at 303-273-3166.
For questions related to your benefits or insurance, please contact Human Resources. You can reach the Human Resources team Monday through Friday from 8:00 am until 5:00 pm by visiting Guggenheim Hall, Suite 110 or by calling them at 303-273-3250.
Our files indicate that you have several office properties including a <<badge, keys, laptop, printing device>>. Please return these items and any other Mines equipment to at the end of your last day. Please call <<name to contact>> to coordinate the return of these items prior to your last day.
If you believe that your resignation was coerced or forced by a Mines staff member you may appeal your resignation to the State Personnel Board (Board Rule 7-4). An Appeal must be in writing, signed by you or your representative, and must be mailed or delivered no later than 10 calendar days of your receipt of this email. Your appeal may be filed with the State Personnel Board at 1525 Sherman Street, 4th Floor, Denver Colorado 80203, by facsimile at 303.866.5038 or by email at dpa_state.personnelboard@state.co.us. This contact information for the State Personnel Board was accurate as of January 2022.
I wish you the best in your future endeavors and thank you for your contributions to Mines.
Non-Classified Employees (Administrative Faculty)
We have received and accepted your resignation. Your employment with the Colorado School of Mines will end on <<date>>. Your salary will be closed on <<date>>and transferred to you on <<date>>.
Please reach out to the Mines Administrative Processing Services (MAPS) team should you have any questions regarding your pay. You can reach the MAPS team Monday through Friday from 7:30 am until 5:00 pm by visiting Guggenheim Hall, Suite 224 or by calling them at 303-273-3166.
For questions related to your benefits or insurance, please contact Human Resources. You can reach the Human Resources team Monday through Friday from 8:00 am until 5:00 pm by visiting Guggenheim Hall, Suite 110 or by calling them at 303-273-3250.
Our files indicate that you have several office properties including a <<badge, keys, laptop, printing device>>. Please return these items and any other Mines equipment to <<name of contact>> at the end of your last day. Please call <<name to contact>> to coordinate the return of these items prior to your last day.
I wish you the best in your future endeavors and thank you for your contributions to Mines.