DEPARTURE CHECKLIST - University of Queensland



The departing staff member, in conjunction with their supervisor or organisational unit administrative officer, must complete the administrative arrangements. Where a staff member is transferring within UQ, they don’t need to complete Section 2.

| NAME: |      |EMPLOYEE NO: |      |

|ORG UNIT: |      |DATE: |      |

|Section 1 – SUPERVISOR ACTION |Yes |No |N/A |

|Return identity/access cards/keys to Card/Key Custodian | | | |

|Revoke security alarm system PIN access | | | |

|Return of University equipment (eg calculators, PC/laptops, mobile phones, software, uniforms, protective | | | |

|clothing/equipment) | | | |

|Return of vehicle | | | |

|Revoke access to corporate systems: | | | |

|SI-net (Student) - fax this form to 07 3365 7545 or email to SI-netHelp@uq.edu.au | | | |

|Aurion (HR)/Timekeeper Approval – Application for access to the Aurion HR System form found at | | | |

| . The completed form to be emailed to itsupport@its.edu.au | | | |

|UniFi (Financials) – UniFi Access Application/Financial Delegation Form found at | | | |

| | | | |

|Revoke/replace financial delegation authority | | | |

|Return University Corporate Credit Card - email to cardservices@uq.edu.au | | | |

|Acquittal of any advances - fax this form to 07 3346 7684 (payables@uq.edu.au) | | | |

|Advise switchboard to update telephone/e-mail database | | | |

|Other local requirements | | | |

|Inform OH&S Directorate ohs@uq.edu.au if the staff member has been enrolled in any of the following UQ Health surveillance | | | |

|programmes | | | |

|UQ Hearing Conservation Programme | | | |

|Hazardous substance Health Surveillance | | | |

|Laboratory Animal Allergy Health Surveillance | | | |

|Restricted Carcinogen exposure register | | | |

|Section 2 – INDIVIDUAL ACTION |Yes |No |N/A |

|Remove all personal files from the hard drive of your computer/servers (do not remove any data files) | | | |

|Return outstanding library loans | | | |

|Return Parking Permit and/or swipe card to PF Assist. | | | |

|Uninstall any Work at Home software from your personal computer(s). Any Adobe Work at Home media (CDs/DVDs) needs to be | | | |

|returned to Information Technology Services. | | | |

|Finalise University Procurement Card reconciliation in UniFi | | | |

|Return Fitness Passport membership card(s) to Wellness Program Manager, OH&S Division | | | |

|Acquit outstanding advances (eg travel, leave, SSP, removal within last 2 years) | | | |

|Advise Salary Packaging Provider (RemServ or SmartSalary) of final date of employment | | | |

|() | | | |

|Discuss with your Superannuation Fund (UniSuper or QSuper) your final date of employment and ensure personal details are | | | |

|current | | | |

|Update all personal details in MyAurion () (i.e. personal email address, phone number, home | | | |

|address) | | | |

|Request Statement of Service from HR staff, if required | | | |

|Request Separation Certificate from Payroll, if required | | | |

|Notify Director (Research Partnerships) - email to director.partnerships@research.uq.edu.au, providing list of grant and/or | | | |

|project titles and RM number.Obtain a summary report on grant/contract activity and make arrangements for finalizing or | | | |

|transferring current grants and contracts | | | |

|Notify Graduate School. Normally the School or Institute postgraduate coordinator will be involved in transferring or | | | |

|terminating supervision of RHD students and ensuring that any continuing students have access to the necessary resources | | | |

|Comply with PPL 1.60.04 Records Management Policy () for records | | | |

|storage and disposal | | | |

|Section 3 – RESEARCHER ACTION (if applicable) |Yes |No |N/A |

|Check with your supervisor what to do with samples collected | | | |

|Lab materials/samples stored, labelled (content and date) and catalogued appropriately. Includes samples in fridges, cold | | | |

|room, freezers, liquid nitrogen storage vessels, tissue culture areas, lab cupboards, sample storage areas etc. Labels on | | | |

|boxes include Group Leader initials, your initials and numerical ID | | | |

|Samples/solutions/disposables/scheduled drugs/chemical waste that are of no use to others have been disposed of correctly | | | |

|Supervisor/Lab Manager has been advised if you still have any active Queensland Health issued Drugs and Poisons permits | | | |

|Lab Books returned to Lab Manager (make sure that lab books are up-to-date and indexed for easy reference by others). | | | |

|All research data has been stored or archived on the UQ Research Data Manager and transferred to another UQRMD Lead or | | | |

|disposed of correctly as required by PPL 1.60.04 Records Management Policy, funding contracts/agreements and pertinent | | | |

|legislation. | | | |

|Radiation badge returned to Floor Manager | | | |

|All outstanding animal house issues are attended to. Breeding colonies, animal numbers, relevant ethical matters etc. have | | | |

|been passed onto a new delegate | | | |

|Relevant ethics committees notified and outstanding requirements met | | | |

|All quarantine material has been destroyed or transferred to a new delegate using the approved AQIS forms | | | |

|All Genetically Modified (GM) materials or animals have been destroyed or transferred to a new delegate | | | |

|All hazardous biological material has been destroyed or transferred to a new delegate | | | |

|The UQ IBC has been notified of the destruction or transfer of quarantine, GM or hazardous biological material, and of your | | | |

|departure. | | | |

|A record has been made of where your catalogued material is stored | | | |

|Lab coats returned to the laundry baskets for laundering. Pockets emptied. | | | |

|Fume hood, associated solvent cabinets, benches, shelves, cupboard and drawer units, and any instrumentation that will not | | | |

|be used for some time has been cleaned | | | |

|Section 4 – SIGNATURES |

|EMPLOYEE: | |DATE: | |

|SUPERVISOR/ADMIN OFFICER: | |DATE: | |

Please retain this checklist locally.

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