20 August 2018 1 20 August 2018 2 An internal team of crossfunctional partners worked together to improve the resignationtermination process and create an official guideline With this new guideline there will be a change in our current process ID: 731914
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Slide1
Termination Guidelines
O&O Store Manager Training
20 August 2018
1Slide2
20 August 2018
2An internal team of cross-functional partners worked together to improve the resignation/termination process and create an official guideline. With this new guideline, there will be a change in our current process. The change will require the Store Manager to be responsible for notification and communication regarding when any employee is separating from the business.
If the store does not have a Store Manager, the District Manager is responsible.
The reason for the change in process is to ensure that all terminations are processed promptly and correctly, and that all access is removed as soon as possible.
The new process will go into effect on August 27, 2018.
Termination Guidelines Slide3
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The content of the guidelines is the following:
Definition guide
Instructions per position
Business partner responsibilities
Termination email template
Termination guidelines content Slide4
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Definition guide Slide5
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The guidelines should be applied based on the position and termination type. Please refer to the Termination Process Guidelines for full details.
Instructions provided for the following:
Voluntary Resignation of Part-Time Non-Management employee
Involuntary Separation or Job Abandonment of Part-Time Non-Management employee
Voluntary Resignation of Full-Time Employee, Managers & Keyholders
Involuntary Separation or Job Abandonment of Full-Time Employee, Managers & Keyholders
Instructions per positionSlide6
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When a part-time non-management employee involuntarily separates or abandons their job, the SM should complete the following within 24-48 hours of termination notification:
Request a resignation letter if one has not been provided
Complete a PAF
Submit PAF through HR Zendesk
Mail Employee File to HR (after multiple files have been collected)
Deactivate LINK account
Reset Social Media passwords
Send Facebook reset request to Tori Kokosko
SM Responsibility voluntary Term of PT SASlide7
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When a part-time non-management employee involuntarily separates or abandons their job, the SM should complete the following within 24-48 hours of termination notification:
Partner with DM & HR Generalist to obtain prior approval before dismissing an employee
Complete a PAF
Submit PAF through HR Zendesk
Mail Employee File to HR (after multiple files have been collected)
Deactivate LINK account
Reset Social Media passwords
Send Facebook reset request to Tori Kokosko
SM Responsibility Involuntary Term of PT SASlide8
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When a full-time employee, management or keyholder employee voluntarily resigns, the SM should complete the following within 24-48 hours of resignation notification:
Request a resignation letter if one has not been provided
Notify District Manager and HR Generalist
Send O&O Resignation Alert email, copy District Manager and HR Generalist, and begin completing the Termination Checklist
Organize a call with Loss Prevention Manager (Garry Rhodes), SM and DM to discuss:
Ordering a new lock/key
Changing the safe combination
Changing the Alarm Code
Deactivate LINK Training Account
Change Store Outlook account password
Change Apple ID password
Reset Store Cloud password
Coordinate and communicate with those on the O&O Resignation Alert to complete the Termination Checklist
Complete a PAF
Submit PAF and resignation letter through HR Zendesk
Collect Store front/back door keys (on employee’s last day)
Mail Employee File with completed Termination Checklist (after multiple files have been collected)
SM responsibility voluntary resignation FT, managers & keyholdersSlide9
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When a full-time employee, management or keyholder employee involuntarily separates or abandons their job, the SM should complete the following within 24-48 hours of termination:
Partner with DM & HR Generalist to obtain prior approval before dismissing an employee
Collect Store front/back door keys (if possible)
Send O&O Resignation Alert email, copy District Manager and HR Generalist, and begin completing the Termination Checklist
Organize a call with Loss Prevention Manager (Garry Rhodes), SM and DM to discuss:
Ordering a new lock/key
Changing the safe combination
Changing the Alarm Code
Deactivate LINK Training Account
Change Store Outlook account password
Change Apple ID password
Reset store Cloud password
Coordinate and communicate with those on the O&O Resignation Alert to complete the Termination Checklist
Complete a PAF
Submit PAF through HR Zendesk
Mail Employee File with completed Termination Checklist (after multiple files have been collected)
SM responsibility involuntary separation of FT, manager & keyholders Slide10
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When an employee exits PANDORA, whether voluntarily or involuntarily, the Employee File, with a completed Termination Checklist, must be mailed via UPS to HR. Please note that files may be sent when multiple have been collected. Please send to the following address:
PANDORA
Attention: O&O Human Resources – 16
th
FL
250 W. Pratt Street
Baltimore, MD 21201
SM responsibility with employee files Slide11
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Store Manager resources
Step 1 – Open Zendesk on desktop
Step 2 – Select HR O&O icon Slide12
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Step 3 - Select HR Documents
Store manager resourcesSlide13
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Step 4 - Select US O&O Termination Email Template
Store manager resourcesSlide14
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Step 5 - Select the attached email template to request the termination
Step 6 - Selecting this will create the email template for you
Store manager resources Slide15
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O&O Stores Termination Email Template
The termination email should be sent within 24-48 hours of termination notification for voluntary resignations, job abandonment and involuntary separation of Full-Time, Key Holder and Management employees.
*Mark as High Importance*
From:
Store Manager/District Manager
To:
OOResignationAlert@PANDORA.net
Cc:
District Manager, HR Generalist
Subject Line:
O&O Termination Request
Hello,
*Employee Name*
last day is on
X
; Please terminate all system access by
Xpm
EST on X-day.
Employee Name (as appears in UltiPro):
Employee Title:
Store Name:
Manager Name:
District Manager:
Employee KWI Log-In Name:
Please follow the termination instructions and reply back to myself and
*District Manager Name*
when completed.
Thank you
**PLEASE ENSURE YOU FILL IN THE TEMPLATE WITH YOUR EXITING EMPLOYEES INFORMATION**
Termination Email Slide16
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IT-
ServiceDesk
Deactivate employee email address
Deactivate KWI account
Jennette Kennedy & Mildred Dickerson -
ShopperTrak
Deactivate
ShopperTrak
account
Deactivate Synchrony password
Accounting:
Cancel Corporate credit card and notify DM/SM of un-expensed or final charges
Provide a date of when the Concur account will be deactivated
Kathy Rawlett – Reset Coin Order Password; Update the POC for banking
Loss Prevention – Garry Rhodes, Brett Back and Nicole
Piccione
Order a new lock/key
Change safe combination
Change alarm code
Change back door key pad code
Store Manager/District Manager:
Change/Request change of Store outlook email password
Collect store front/back door keys
Deactivate LINK Training account
Submit PAF and resignation letter (if applicable) to HR ZenDesk
Reset Cloud Password
Complete Termination Checklist
Mail Employee File to US office
Business Partner responsibilities
Operations:
Remove access from SharePoint
Update store contact list (if applicable)
Reset passwords for the following accounts: UPS and WB Mason
HR Generalist
Conduct/Send Exit Interview
Marketing – Claudia DeVivo & Tori Kokosko
Change Instagram password
Remove user from FacebookSlide17
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O&O Termination Checklist Slide18
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