TERMINATION CHECKLISTS

 

This document lists all termination checklists available in the SF Employee Portal People and Pay system. Each checklist is associated with a unique set of questions pertaining to the type of termination. Departments are required to complete a termination checklist before terminating an employee’s job record (except for terminations due to death or employees who never reported to work).


To complete a checklist, navigate to:

Workforce Administration > Personal Information > Organizational Relationships > CCSF Person Checklist


TER/ARS – Automatic Resignation

  1. Does the employee have rights to return to a holdover roster?
  2. Is this a complete separation? A complete separation requires the employee also separate from any underlying PCS positions in this Employee Record.
  3. Was employee sent a formal Notice of Intent to File an Automatic Resignation with DHR and given 10 days to respond? Notice of Intent to File an Automatic Resignation must be attached to this checklist.
  4. Is employee entitled to Just Cause and/or Appeal Rights under applicable MOU?
  5. Was a final Notice of Automatic Resignation (DHR 1-48) sent to the employee? Notice to Employee of Automatic Resignation with Future Employment Restrictions (DHR 1-13) must be attached to this checklist.


TER/DPE – Dismissal of Permanent Employee

  1. Does the employee have rights to return to a holdover roster?
  2. Is this a complete separation? A complete separation requires the employee also separate from any underlying PCS positions in this Employee Record.
  3. Is employee a Permanent Civil Service and has passed probation in the class and position from which dismissed?
  4. Was employee sent or presented with the formal charges along with the Notice of Intent to Dismiss? Notice of Intent to Dismiss must be attached to this checklist.
  5. Was a Skelly Meeting offered to the employee? Notice of Skelly Meeting must be attached to this checklist.
  6. Was a final Notice of Dismissal sent to the employee? Notice to Employee of Dismissal with Future Employment Restrictions (DHR 1-13) must be attached to this checklist.


TER/LLT – Legal Limit – Temporary Time

  1. Does the employee have rights to return to a holdover roster?
  2. Is this a complete separation? A complete separation requires the employee also separate from any underlying PCS positions in this Employee Record.
  3. Is employee a Temporary Civil Service (TCS), Temporary Provisional (TPV), or Exempt from Civil Service (PEX or TEX) in a job code and position from which appointment is expired?
  4. When hired, was employee notified of duration of appointment? Notice must be documented and on file with the Department (DHR Form 6-19; Form 6-20). Notice of appointment must be attached to this checklist.
  5. Was employee notified 10 working days before termination effective date? Notice must be documented and on file with the Department. Notification of termination must be attached to this checklist.


TER/MRN – Medical Release – Non Punitive

  1. Does the employee have rights to return to a holdover roster?
  2. Is this a complete separation? A complete separation requires the employee also separate from any underlying PCS positions in this Employee Record.
  3. Was an Interactive Reasonable Accommodation Process completed by the Department?
  4. Enter Name of Department EEO Officer (Last Name, First Name).
  5. Was a Citywide Job Search coordinated with the DHR EEO Unit?
  6. Enter Name of DHR EEO Officer (Last Name, First Name).
  7. Was employee sent Notice of Proposed Medical Separation? Notice of Proposed Medical Separation must be attached to this checklist.
  8. Was the process and Department action to medically release the employee reviewed by Deputy City Attorney?
  9. Enter Initials and Phone Number of Deputy City Attorney (Initials/Phone).
  10. Was a final Notice of Medical Release sent to the employee? Notice of Medical Release must be attached to this checklist.


TER/RMT – Service Retirement 

TER/RTD – Disability Retirement 

TER/VST – Vested Retirement

  1. Does the employee have rights to return to a holdover roster?
  2. Is this a complete separation? A complete separation requires the employee also separate from any underlying PCS positions in this Employee Record.
  3. Does the employee have other active Employee Records?
  4. Has the employee provided a copy of the retirement approval letter? Retirement approval must be documented and on file with the Department.


TER/RFC – Release fr Probation-Discip

  1. Does the employee have rights to return to a holdover roster?
  2. Is this a complete separation? A complete separation requires the employee also separate from any underlying PCS positions in this Employee Record.
  3. Is employee a promotive probationary employee from a former PCS job code and position, and to which employee is restricted from reversion?
  4. Was DHR Form 6-37 Report of Probationary Status prepared? Notices must be documented and on file with the Department (DHR Form 6-37 and Form 6-38). Notice of Probation and Report of Probationary Status must be attached to this checklist.
  5. Was employee given Notice of Release from Probationary Appointment (DHR 1-14) along with reasons for disciplinary release and future employment restrictions? Notice of Release from Probationary Appointment with documentation must be attached to this checklist.


TER/RFP – Release fr Probation-NonDiscip

  1. Does the employee have rights to return to a holdover roster?

  2. Is this a complete separation? A complete separation requires the employee also separate from any underlying PCS positions in this Employee Record.

  3. Is employee released during a promotive probationary period? An employee released during a promotive probationary period shall revert to a position in the class from which promoted.

  4. Was DHR Form 6-37 Report of Probationary Status prepared? Notices must be documented and on file with the Department (DHR Form 6-37 and Form 6-38). Notice of Probation and Report of Probationary Status must be attached to this checklist.

  5. Was employee given or sent Notice of Release from Probationary Appointment (DHR 1-14)? Notice of Release from Probationary Appointment must be attached to this checklist.


TER/RLS – Release

  1. Does the employee have rights to return to a holdover roster?

  2. Is this a complete separation? A complete separation requires the employee also separate from any underlying PCS positions in this Employee Record.

  3. Is employee a Non-Civil Service, Temporary Provisional (TPV), or Exempt from Civil Service (PEX or TEX) in a job code and position from which released?

  4. When hired, was employee notified of duration of appointment? Notice must be documented and on file with the Department (DHR Form 6-19; Form 6-20). Notice of appointment must be attached to this checklist.

  5. Was employee given letter of release and signed by Appointing Officer? Letter of release must be attached to this checklist.


TER/RSS – Resign - Satisfactory Service

  1. Does the employee have rights to return to a holdover roster?
  2. Is this a complete separation? A complete separation requires the employee also separate from any underlying PCS positions in this Employee Record.
  3. Has the employee signed separation report? Voluntary resignation must be documented and on file with the Department.
  4. Has the Appointing Officer/Designee signed the separation report? Employee resignations must be signed by Head/Designee and on file with the Department.


TER/RUS – Resign - Unsatisfactory Service

  1. Does the employee have rights to return to a holdover roster?
  2. Is this a complete separation? A complete separation requires the employee also separate from any underlying PCS positions in this Employee Record.
  3. Was Notice of Resignation with Unsatisfactory Services sent to former employee? Notice to Employee of Resignation with Unsatisfactory Services (DHR 1-13) must be attached to this checklist.
  4. Has the employee signed separation report? Voluntary resignation must be documented and on file with the Department.
  5. Has the Appointing Officer/Designee signed the separation report? Employee resignations must be signed by Head/Designee and on file with the Department.


TER/TFC – Term for Cause

  1. Does the employee have rights to return to a holdover roster?

  2. Is this a complete separation? A complete separation requires the employee also separate from any underlying PCS positions in this Employee Record.

  3. Is employee a Temporary Civil Service (TCS), Temporary Provisional (TPV), or Exempt from Civil Service (PEX or TEX) in a job code and position from which terminated?

  4. Is this a termination for disciplinary reasons?

  5. Was employee sent or presented with the formal charges along with the Notice of Intent to Terminate for Cause? Notice of Intent to Terminate for Cause must be attached to this checklist.

  6. Was a final Notice of Termination for Cause sent to the employee? Notice to Employee of Termination for Cause with Future Employment Restrictions (DHR Form 1-13) must be attached to this checklist.