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Offboarding and Employee Transfers

Offboarding is the process used to help prepare the employee, supervisor, team and/or other representative for the employee's separation from the department or Virginia Tech.  Offboarding includes returning Virginia Tech property and other job related items, and processing transactional items including payroll and benefit actions. The offboarding program is designed to ensure a smooth transition of duties and assets prior to the employee’s departure.

Offboarding Checklists

Internal Transfer Checklists

Exit Questionnaire

Virginia Tech is committed to providing a positive work experience for all employees. Your feedback about your employment experience can provide valuable information to improve our employment practices. 

In an effort to identify opportunities to maintain the university’s reputation as an employer of choice, we ask for your participation in one of the following feedback opportunities: complete an online questionnaire or schedule a feedback session with your supervisor, Human Resources representative, department manager, or Employee Relations. We want you to feel comfortable openly expressing concerns and providing feedback; therefore, you are welcome to participate in more than one. 

The information shared in this questionnaire is confidential and for use by the Division of Human Resources only. The data will only be viewed by those who would be able to act upon the information or suggestions provided.   

To complete an online questionnaire, please click "Request an Exit Questionnaire" and complete the necessary information. An exit questionnaire will be sent to you in the next 24 hours. Supervisors may also request one for the separating employee.

If you have questions about exit interviews, would like to schedule a one-on-one consultation, or share other employee retention ideas with Employee Relations, contact: 

  • Tina Kapalin, employee relations consultant, at tkapalin@vt.edu  or 540-231-4272 
  • Rodney Irvin, employee relations director, at rirvin00@vt.edu or 540-231-5303

Additional Resources

Frequently Asked Questions

Most questions should be addressed in the offboarding checklists above. Additional questions not covered can be found below. 

Employees:

Any questions regarding rehire eligibility should be directed to your supervisor, Human Resources representative or the HR Service Center at hrservicecenter@vt.edu or 540-231-9331

University health insurance benefits are active through the end of the month that you separate from Virginia Tech. Following your separation, COBRA paperwork will be mailed to your home address of record in Hokie Spa. For additional information contact the HR Service Center at hrservicecenter@vt.edu or 540-231-9331 for questions regarding benefits, including health insurance.

There are several options to help employees in the event their job is eliminated or terminated by the university:

  • Virginia Tech
  • Employee Assistance Program (EAP)
    •  As long as an employee is covered by a university health care plan, they are eligible to receive services from the Employee Assistance Program (EAP). EAP counselors can assist in dealing with stress and anxiety, career transition issues, family issues, financial concerns, and much more.
    • For more about EAP benefits, visit the site or contact Hokie Wellness at hokiewellness@vt.edu or 540-231-8878.
  • Virginia Employment Commission (VEC)
    • The Virginia Employment Commission has a number of valuable resources available to job seekers. Employees who are seeking other employment, who would like to speak to a career counselor, or need resume or job training assistance, are encouraged to take advantage of these resources. Virginia residents may file a claim at www.vec.virginia.gov/unemployed or call 1-866-832-2363. 

Employees leaving their current department for a new role in another department at the university should use the Employee Transfer Checklist for offboarding details. Supervisors managing those employees should use the Supervisor Transfer Checklist to complete the necessary steps on their end. (In Process)

There is not a required notice period.  When an employee decides to resign, the amount of notice should be negotiated between the employee and their supervisor to allow a smooth transition. 

Notify your immediate supervisor and/or your Human Resource Representative.

Supervisors:

HR Benefits needs to be notified as they have specific protocols to follow. Please notify them of the deceased employee by contacting the HR Service Center at hrservicecenter@vt.edu. HR Benefits will notify Payroll and Hokie Wellness. Hokie Wellness will reach out to the department about the Employee Assistance Program (EAP) resources may be needed to help you and other employees

Please contact your college or department Human Resources representative or your Human Resources Generalist and Employee Relations in the Division of Human Resources when conducting terminations due to disciplinary actions.