BYU-Idaho Online Knowledgebase

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Terminations

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The terminations process and report should begin at the start of Week 3 in each semester (shortly after the second payroll has been processed). It allows us to clean up OSM and remove instructors who haven't been teaching in at least a year, including those who have notified us they are unable to continue teaching. This article will explain the process of how to identify instructors needing to be terminated, prepare the termination report, and terminate instructors in both Workday and OSM.

The locations and documents you will need for this workflow are:

  1. Workday
  2. OSM
  3. Email
    • Employment Deactivation Email
    • "Terminations" folder
  4. Excel
    • "Online Employee Data" Report from Workday
  5. The Google Shared Drive
    • "REVISED Retention Report/Transcripts (4/2020)"
    • Current availability doc

Work Flow

  1. Emails are sent throughout each semester from instructors, hiring coordinators, and schedulers regarding instructors who intend to resign. When an email is received, the person’s name should immediately be added to the Google doc and the email filed in the onlinehr “Terminations” folder.
  2. In week 3 of the semester, go through the “Terminations” folder and confirm all of the names from those emails are on the Google doc along with reasons for departure. Delete the emails after confirming.
  3. Ask Heather Hall to send you the "Online Employee Data" report from Workday with the following columns: Name, Hire Date (Use most recent Hire Date), I-Number, BYU-Idaho email, home email, and Last Day Paid

    • Confirm with Heather the cutoff date that should be used for terminating employees

  4. After getting the Excel report, create a filter to show you the oldest to newest dates for the "Last Payment Date" column. To do this, follow these steps:

    • Highlight row 2 (or whatever row has the "last payment date" in it. Make sure you highlight the entire row, not just the "last payment date" column.)

    • Click on the "Sort & Filter" button on the ribbon (located on the far right)

    • From the dropdown, click "filter." When you do this it will all filter for each column in the row that you highlighted

    • On the "Last Day Paid" column there should be a drop-down arrow next to the words.

    • Click the dropdown, and click "Sort Oldest to Newest" or "Ascending." This will allow you to easily identify those who were paid before the cutoff date.

  5. All those who have been paid before the cutoff date are eligible for termination. Adjust the columns on the Excel report to match those in the Google doc (you will have to insert blank columns), then copy and paste the rows for those needing termination into the Google doc below the names already added to the list. Close the Excel document; no saves are necessary.
  6. By this time, the availability email should have been sent out to all of the instructors. Go through the current availability document in the shared google drive and find all those that have zero availability. Of those that have zero availability, look to see if they are planning on returning. If they are not planning on returning, put them on the termination document. 
  7. Look up each person on the google doc and do the following:

    • Verify/add their personal email (this is for the exit survey)

    • Add the course they last taught

    • Add the last semester they taught

    • Add a term date (the last day of the month of the semester in which they last taught)

    • Add their emails

    • Add the state that they are working from

    • Add a reason why they are on the termination report (if available; look in the notes for each person in the Employee Tab).

      • Some reasons an instructor might be on the termination report: they haven't taught in a year, they are resigning, they moved to an unapproved state, etc.
      • From the report that Heather gets from Workday, the reason will be that they haven't taught in a year (3 consecutive semesters). 
  8. Once all details have been entered, send the link to the "Retention Report/Transcripts" Google document to Heather Hall, Amanda Kingsford, Lynne Landon, Shelly Rigby, Camille Perren, and Pat Saurey. In some instances, they may choose to remove someone from the report. Include a deadline when sending this (please return this report by this Friday or next Tuesday, May 12, etc.), or this project could get lost in the shuffle.

    • There may be people on the list that you are asked to move to the “Do NOT terminate” tab. These usually include campus employees who no longer wish to teach, but they can remain active indefinitely. We want to avoid completing another I9 if they return to teach, so we usually leave them active.

  9. After hearing back from the coordinators/schedulers, send an email to the instructors on the list letting them know they are going to be deactivated so they can save any emails or documents they may have (see "Employment Deactivation Email" below for the full email). Give them 2 weeks from the date of the email being sent to save anything they need and then you can proceed with the termination report.
    • Send the email to their byui email and their alternate emial

    • Often, you will get emails from instructors at this time asking if they can stay active. We should not keep anyone active who has not taught for a year; however, we sometimes make an exception. Please check with a coordinator in these instances.

  10. Two weeks after sending the email, terminate the instructor in Workday

    • See "How to Terminate in Workday" heading below for specific instructions on this

  11. Terminate the instructor in OSM

    • See "How to Terminate in OSM" heading below for specific instructions on this

  12. When you have finished all Workday and OSM entries, copy and paste the google page into a separate Excel document. Remove the alternate email address and Exit Survey Sent and all columns to the right of this column. Save this file as “Online Instructor Terminations, SEMESTER/YEAR” and send it to the following people:

    • Online Employment: Pat Saurey, Anna Taylor, Shelly Rigby, Camille Perren, Teresa Moser, Heather Hall, Amanda Kingsford, Lynne Landon, Stacie Tonks, Julie Quilter, and Nate Routson

    • James Patterson

    • Caleb Trujillo

    • Rob Stewart

    • Mike Murri

    • Catrina Wylie (Records and Registration)

    • Linda Loveless (DMBA; [email protected])

  13. Copy and paste all names on the “In Process of Terminating” page over to the terminated instructor page. The “In Process of Terminating” page is now blank for the next semester.

Employment Deactivation Email

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Good afternoon,

 

In an effort to assist BYU-Idaho with maintaining accurate employment records, we are regularly asked to update our employment files. As part of this process, we recently noticed that you are not currently teaching for BYU-Idaho and have not done so for some time or unable to teach for us in the near future.  As part of this process, we will be deactivating your employment file with the university.

 

As a result, please be aware that your university email and other access will end on [Date]. Please save necessary emails, contacts, or files in the next few days as we will not be able to recover any information from your account after that date.  Please keep in mind that OneDrive access will go away as well, so please save anything you don't want to lose.

 

Should you return to employment with us, we will be happy to reinstate your access at that time.  If you have any questions, please feel free to contact me. 

 

Thank you for your service to BYU-Idaho and best wishes!

 

Sincerely,


How to Terminate in Workday

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  1. Look up the instructor in Workday
    • Type their name in the search bar at the top of the screen
    • Click on their name to be taken to their profile. 
  2. Under their name make sure their title says, "Online Adjunct Faculty"
  3. Under that click on "Actions"
  4. Hover over the "Job Change" and click on "Terminate Employee" from the drop-down
  5.  Put in a reason for termination
    • all reasons must be "voluntary"
    • If they were revoked it should already be done
    • try to find the closest matching reason, if there isn't one just use "unknown"
    • for those who "haven't taught in two semesters," they should be "unknown"
  6. Put in the date of termination
    • The termination date should be the last day of the semester. 
    • Sometimes Workday has problems with past dates, so if it doesn't let you put in the last day of the semester, just put the last date it will let you. 
  7. In Position Details
    • Click the box to close the position
  8. Click Submit


How to Terminate in OSM

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  1. Look up the instructor in OSM
    • Under the "People" tab, click "Employees"
  2. Type the instructor's last name, first name
  3. Click on their name to be taken to their profile
  4. Change the following Statuses on their General Info page:
    • Termination Date: The date should be the last day of the month of the last semester they taught (Ex: if they last taught in Spring 2020, the semester ends in July, so their termination date would be 7/31/2020)
    • Role: change to Unassigned
    • Person Type: Unknown
    • Status: Unavailable
    • Click Save
  5. Approved Courses Tab
    • Deselect the Primary Course
    • Change all active course approvals to Unavailable
      • This includes Approved, Prequalified, Pool A, and Pool B (they shouldn't be on pool A or B anyway).
      • Not Pool C 
      • If they have been Revoked, change course approvals to "Revoked". This may have already been done for you.
      • DO NOT CHANGE THE COURSE APPROVAL STATUS IF THEY ARE ON PROBATION OR SUPPORT COACHING
  6. Availability Tab
    • 0 out all future availability (unless otherwise specified by a coordinator).
    • Click Save
  7. General Info Tab
    • Make note that reads: "Moved to unassigned per [semester] terminations report."
    • Add a note if they need to keep availability for a specific semester so the scheduling team is informed. 
    • Make a note if they are on a mission and when they plan to be back.

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