{"id":11094,"date":"2020-05-19T11:01:59","date_gmt":"2020-05-19T16:01:59","guid":{"rendered":"https:\/\/wp.stolaf.edu\/hr\/?page_id=11094"},"modified":"2026-02-24T15:39:29","modified_gmt":"2026-02-24T21:39:29","slug":"departure-checklist","status":"publish","type":"page","link":"https:\/\/wp.stolaf.edu\/hr\/departure-checklist\/","title":{"rendered":"Departure Checklist"},"content":{"rendered":"

Departure Checklist<\/strong><\/h2>\n
1. Schedule a Departure Interview<\/strong><\/h5>\n

Your experience working at St. Olaf matters to us. We are interested in hearing what went well, what could have gone better, and what suggestions or ideas you might have for us. If you are a staff employee and would like to participate in an exit interview, send an appointment request to Sarah Gorman, Employee Engagement Partner, at gorman7@stolaf.edu.<\/p>\n

<\/div>\n
Exit interviews are not normally done with faculty employees at the expected end of a contract. In certain instances, the Provost may invite you to a meeting to discuss your time at the college.<\/div>\n
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2. Update your Contact Information<\/strong><\/h5>\n

Human Resources needs your personal contact information so that we can send you notices required by government regulations.\u00a0 Please review and update this data in Oracle prior to your departure.\u00a0 You may also email us<\/a> with your personal email, home address and phone number.\u00a0 You will want to make sure that your address is updated for year end W-2 tax documents.<\/p>\n

External & Internal Contacts – <\/strong>Notify contacts that you will be leaving and who they should contact in your absence.<\/p>\n

Phone – <\/strong>You and your supervisor can decide if you\u2019d like to forward your phone to the department\u2019s Administrative Assistant or your supervisor.<\/p>\n

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3. Pay and Vacation Details<\/strong><\/h5>\n

Paycheck – <\/strong>Payroll will mail out your last pay statement.\u00a0 If you have direct deposit, your check will be deposited into your designated account.<\/p>\n

Unused Vacation Time\/PTO (Staff only) – <\/strong>Employees will be paid their PTO balance on their final paycheck.<\/p>\n

Ole Dollars – <\/strong>Please use\u00a0this Google\u00a0Form<\/span><\/a> to select how remaining funds on your Ole<\/span> Card will be distributed.\u00a0 If you do nothing, the funds will automatically be refunded to you.\u00a0 Visit this website<\/a>\u00a0to check your\u00a0Ole<\/span>\u00a0Card balance.<\/p>\n

Employee Self-Service and Oracle – <\/strong>You have access to Employee Self-Service and Oracle only while you are an employee of St. Olaf.\u00a0 If you want copies of previous pay statements or W-2’s, please print them before your account is deactivated.<\/p>\n

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4. Benefits Coverage Details<\/strong><\/h5>\n

Your elected benefits will end on the last day of the month in which you are leaving.\u00a0 Please reach out to applicable benefit providers to update your email if you previously specified your St. Olaf email address.<\/p>\n

COBRA Continuation of Coverage – <\/strong>COBRA offerings are through Optum Financial.<\/p>\n

Questions about COBRA?<\/strong> Contact ofcobraservice@optum.com or 855-687-2021, Monday-Friday, 7 a.m. – 7 p.m. CST.<\/p>\n\n\n\n\n\n\n\n
2026 Rates<\/strong><\/td>\nCore Health Plan*<\/strong><\/td>\nHigh Deductible Health Plan (Silver)*<\/strong><\/td>\nHigh Deductible Health Plan (Bronze)*<\/strong><\/td>\n<\/tr>\n
Employee<\/em><\/td>\n$ 944.00<\/td>\n$874.00<\/td>\n$799.00<\/td>\n<\/tr>\n
Employee +Child(ren)<\/em><\/td>\n$1,688.00<\/td>\n$1,590.00<\/td>\n$1,458.00<\/td>\n<\/tr>\n
Employee + Spouse<\/em><\/td>\n$1,911.00<\/td>\n$1,820.00<\/td>\n$1,670.00<\/td>\n<\/tr>\n
Family<\/em><\/td>\n$2,885.00<\/td>\n$2,774.00<\/td>\n$2,550.00<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n\n\n\n\n\n\n\n
2026 Rates<\/strong><\/td>\nDental*<\/strong><\/td>\n<\/tr>\n
Employee<\/em><\/td>\n$ 37.00<\/td>\n<\/tr>\n
Employee + Child(ren)<\/em><\/td>\n$ 70.00<\/td>\n<\/tr>\n
Employee + Spouse<\/em><\/td>\n$107.00<\/td>\n<\/tr>\n
Family<\/em><\/td>\n$ 141.00<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n\n\n\n\n\n\n
2026 Rates<\/strong><\/td>\nVision*<\/strong><\/td>\n<\/tr>\n
Employee<\/em><\/td>\n$7.54<\/td>\n<\/tr>\n
Employee + 1<\/em><\/td>\n$10.94<\/td>\n<\/tr>\n
Family<\/em><\/td>\n$19.61<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

VEBA Emeriti Retiree Health Account – <\/strong>Funds in your Emeriti Retiree Health Account (VEBA) are accessible after employment ends.<\/p>\n

Questions?<\/strong> Access your account here<\/a> or contact Emeriti at 866-EMERITI.<\/a><\/p>\n

Enrolling in Medicare (AGE 65+) – <\/strong>If you will enroll in Medicare parts A & B and then in the HealthPartners Emeriti plan, call Emeriti for questions about your Medicare B supplemental plan coverage.<\/p>\n

Questions?<\/strong> Contact Emeriti at 866-EMERITI.<\/a><\/p>\n

Tuition Benefits – <\/strong>All rights to the tuition benefit for children shall end upon an employee’s resignation or termination from employment at St. Olaf.<\/p>\n

In the event of an eligible employee\u2019s retirement, the following provisions shall apply:<\/p>\n

    \n
  1. \n
      \n
    1. An eligible retiree is a minimum of 55 years of age with at least five consecutive years of service at the College.<\/li>\n
    2. If length of service is 5 \u2013 10 years, currently enrolled children shall remain eligible for the tuition allowance.<\/li>\n
    3. If length of service is 10+ years, children will be eligible for the tuition allowance regardless of whether or not they are enrolled in college at the time of the employee’s retirement.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n

      In the event of an eligible employee\u2019s death, the following provisions shall apply:<\/p>\n

        \n
      1. \n
          \n
        1. If length of service is 3 \u2013 10 years, currently enrolled children shall remain eligible for the tuition allowance.<\/li>\n
        2. If length of service is 10+ years, children will be eligible for the tuition allowance regardless of whether or not they are enrolled in college at the time of the employee’s passing.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n

          Questions?<\/strong>\u00a0Contact\u00a0tuitionbenefit@stolaf.edu<\/a><\/p>\n

          403(b) Retirement Rollovers<\/strong> – Work directly with TIAA and the company receiving the funds to complete a rollover.<\/p>\n

          Questions? <\/strong>Contact TIAA at\u00a0800-842-2252\u00a0or\u00a0https:\/\/www.tiaa.org\/<\/a><\/p>\n

          HSA\/FSA\/Dependent Care Reimbursement Balances – <\/strong>If you have any money left in your Flexible Spending Account, you have 90 days to use it unless you elect continuation of coverage.<\/p>\n

          Questions?<\/strong> Contact Health Equity at healthequity.com\/contact<\/a>. Our client ID number is 6012090.<\/p>\n

          If your BENEFITS questions were not answered, <\/strong>please contact HR at hrstaff@stolaf.edu or 507-786-3068<\/p>\n

          \n
          5. Return College Property<\/strong><\/h5>\n

          Keys – <\/strong>Return keys to Buntrock Commons Office<\/p>\n

          IT Equipment – <\/strong>Leave laptop, additional monitor, mouse, charger, power cords, cell phone, iPad, etc. with your supervisor who will collaborate with IT to ensure the items are returned appropriately<\/p>\n

          Credit Card – <\/strong>Return your credit card and\/or department charge card to Human Resources or supervisor and reconcile your final credit card statement<\/p>\n

          Parking Permit –<\/strong> Return to Human Resources or Parking Services<\/p>\n

          Ole Card – <\/strong>Retiring employees may keep their Ole<\/span> Card if they intend to make purchases on campus or use the athletic facilities.\u00a0 All other departing employees must turn in their Ole Card to Buntrock Commons Office.<\/p>\n

          \n
          6. Information Technology<\/strong><\/h5>\n

          Email Access – <\/strong>Your account will be deactivated as outlined below. Please take the time to forward any personal emails or documents from your Google Drive to your personal account.<\/p>\n

          Departing Faculty<\/strong>:\u00a0 Unless you have been granted Emeriti status by the Board of Regents, your St. Olaf email account will be deactivated according to the following schedule.<\/span><\/p>\n

          Appointment Ending<\/strong>
          \n12\/31
          \n1\/31
          \n5\/31
          \n8\/31
          \nany other date
          \n<\/div>
          Email Deactivated at 4:59 p.m.<\/strong>
          \n1\/15
          \n2\/15
          \n6\/15
          \n8\/31
          \ntwo weeks after termination date<\/div>
          <\/div>\n

          Departing Staff<\/strong>:\u00a0 Your access to your email account will be deactivated at 4:59 p.m. on your last day.<\/p>\n

          Other email options to consider:<\/strong><\/p>\n

            \n
          1. Delegated Access: Grant your supervisor access to your email inbox after your departure to allow them to manage work matters.<\/li>\n
          2. Auto-Forward: Speak to your supervisor, who will confirm which recipient or department should receive your forwarded emails.<\/li>\n
          3. Auto-Reply: Speak with your supervisor, who will let you know which people or department should be included as future contacts in your auto-reply.<\/li>\n<\/ol>\n

            Retiree Email Alias – <\/strong>If you would like to be added to the stolaf-retirees@stolaf.edu email alias, please email stolaf-retirees-requests@stolaf.edu<\/a> with your personal email address.\u00a0 Retirees will be kept informed of St. Olaf happenings and are invited to celebrations, chapel, and events on campus.<\/p>\n

            Google Drive: Transferring Ownership of Files – <\/strong>All Google files that you are the owner of will disappear and are almost impossible to retrieve afterward your email account is deactivated!\u00a0 If these are important to the College, please add a new owner to the document.\u00a0 To transfer ownership of your Google drive to another St. Olaf user, please follow the steps at support.google.com\/drive\/answer\/2494892<\/a><\/p>\n

            NOTE:\u00a0Google Apps for Education will only allow you to reassign ownership of docs to other users in our domain. If you need to move files to a personal account, you will need to do a\u00a0Google Migration<\/strong><\/a>.\u00a0<\/em><\/p>\n

            Google Groups – <\/strong>If you are the owner of any email aliases on campus, please transfer ownership to your supervisor via groups.google.com<\/a>.\u00a0\u00a0If you are the only owner and no one else is assigned, the group will be deleted when your email is deactivated.<\/p>\n

            Google Migration – <\/strong>You have several options including transferring your content, downloading your data, moving emails only, or a hybrid approach. \u00a0Read more and use the step-by-step instructions here<\/a>.\u00a0 Please note that transferring files with Google can take three to seven days based on the data size.<\/p>\n

            H-Drive – <\/strong>If you have anything on your H-Drive that is work related, please save it to the department’s S-Drive or G-Drive.\u00a0 Forward any personal items from the H-drive to your personal email.<\/p>\n

            WordPress Site Administration – <\/strong>Make sure that your successor, co-worker, or supervisor is set up as an Administrator in your place. Contact the IT Helpdesk<\/a> for assistance.<\/p>\n

            \n
            7. Library, Tostrud, and Theater Tickets<\/strong><\/h5>\n

            Library – <\/strong>You can still use the Library as a community member. Visit the Library with your drivers license or Ole Card and ask for a Community library card at the Circulation Desk. Reference the Library website for more information at https:\/\/www.stolaf.edu\/library\/libinfo\/policy\/guests.cfm<\/a>.<\/p>\n

            Tostrud Athletic Facilities – <\/strong>Retirees may utilize the Recreation facilities on campus upon completion of the annual waiver.<\/p>\n

            Theater Tickets – <\/strong>Retirees are eligible to continue to receive two free tickets to performances. Call 507-786-3240 to sign up.<\/p>\n

            <\/p>\n<\/div>","protected":false},"excerpt":{"rendered":"

            Departure Checklist 1. Schedule a Departure Interview Your experience working at St. Olaf matters to us. We are interested in hearing what went well, what could have gone better, and […]<\/p>\n","protected":false},"author":110,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-11094","page","type-page","status-publish","hentry"],"acf":[],"jetpack_sharing_enabled":true,"_links":{"self":[{"href":"https:\/\/wp.stolaf.edu\/hr\/wp-json\/wp\/v2\/pages\/11094","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/wp.stolaf.edu\/hr\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/wp.stolaf.edu\/hr\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/wp.stolaf.edu\/hr\/wp-json\/wp\/v2\/users\/110"}],"replies":[{"embeddable":true,"href":"https:\/\/wp.stolaf.edu\/hr\/wp-json\/wp\/v2\/comments?post=11094"}],"version-history":[{"count":75,"href":"https:\/\/wp.stolaf.edu\/hr\/wp-json\/wp\/v2\/pages\/11094\/revisions"}],"predecessor-version":[{"id":22103,"href":"https:\/\/wp.stolaf.edu\/hr\/wp-json\/wp\/v2\/pages\/11094\/revisions\/22103"}],"wp:attachment":[{"href":"https:\/\/wp.stolaf.edu\/hr\/wp-json\/wp\/v2\/media?parent=11094"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}