With the end of the academic year and exit dates for many faculty and staff approaching, we'd like to provide you with some important activities to complete.
Please complete the following activities on or before your final regular day of employment. Due to the social distancing mandates resulting from COVID-19, the University is taking extra precautions to protect the health and safety of our students and employees during this period. Your manager will assign a time for you to physically come to campus to empty and/or do a final check of your office and complete your check out. If you need to come to campus before your assigned date and time, please contact your manager for approval. They can coordinate your access with security.
Once you have gone through the approval process to come to campus, please note that modified building hours are now in effect and key card access will be required. Make sure your ID badge is visible at all times. If you need assistance accessing your building or office, call campus security at 503-280-8517.
ITEM | ACTION REQUIRED |
Laptop | Return to Hagen Tech Center or leave with supervisor on your assigned checkout date. For information on purchasing your laptop or other assorted technology, visit the IT FAQ page. Anyone interested in purchasing their hardware should submit a ticket to support@cu-portland.edu indicating their desire to purchase. |
Desktop, assorted technology and removable media | Leave in place. |
CU-P Email |
Your CU-P email will continue to be active through your final day of regular employment. For further information about email access, visit the IT FAQ page. If you would like to stay-in-touch or transition contacts to a personal email address, update your signature block or out of office reply with your new contact details in the following manner: Starting Month 00, 2020, you can reach me at: [email] or [phone]. For more information about the upcoming closure of Concordia University - Portland, please visit the website. |
Office supplies |
Designated “supplies” boxes have been placed within each department/building. Please empty your desk supplies into one of these boxes. Empty file hangers should be left within cabinets. |
Desk, furniture, etc. | Wipe clean, leave in place. |
Keys | Place in an sealed envelope, with your name and the key locations. Return to Hagen Tech Center or leave with supervisor. |
CU-P Credit Card | Return to Concordia House. |
ID badge & parking pass | Do not need to be returned. |
Payroll |
Check MyCU to print previous W2s, 2020 paystubs and update contact details for 2020 tax mailings. For hourly employees leaving on the following dates; submit your estimated timesheets based on the schedule below. For supervisors, please note when approval for estimated timesheets is due. |
HR | HR will provide those leaving in advance of their scheduled date with exit paperwork. See transition guide |
CU-P purchased books |
Take personal books home. If CU-P owned, leave in place. |
Personal items | Take home. Boxes for personal items will not be supplied by the University. |
CU-P Library books | Return to the GRW Library via external book drop. Library books can be returned to the Book Drop box on the North side of GRW (near the parking lot between GRW and Hilken Community Stadium). Please be aware that we are unable to check in returned books at this time, so you may still see books listed as due in your account. Please do not risk your personal health to return library books if you cannot easily return books to the campus book drop. |
Physical documents |
File boxes and color-coded labels will be available for pick-up at the Hagen Service Center to archive your documents. As part of the long-term document retention plan, please classify documents in the following manner: RED (litigation): All documents related to litigation hold request. See email communication sent on 3/30/2020 for details regarding this litigation hold. YELLOW (compliance/sensitive): Anything required for compliance, reporting or mandatory record hold, student or employee personally identifiable information, protected health information, student or employee G#s, social security #s. When in doubt, keep it. GREEN (unclassified): Anything that may have value or uncertain value but not appropriate to recycle. WHITE (recycle): Anything with no current business value or outside of the required compliance retention period containing no sensitive information. Ex. vendor sales/marketing, product manuals, general social email communications, etc. Each file should list the classification color, title of file contents, and your name. To designate the classification color, we have provided red, yellow, and green color-coding dots that should be places on the file tab. If you are unable to use these dots, please write R, Y, or G on the file tab. The front of each box lid should list your name, your department, and the classification of documents contained within the box (R, Y, and/or G). Please use the color-coding dots when possible. File boxes should be left in your workspace. |
Digital documents |
Do not delete anything that qualifies for the above RED, YELLOW, GREEN classifications. You may delete data classified WHITE. Email messages should not be printed or saved separately to network folders. Email messages should remain within email system. You should delete or migrate any personal files or libraries. |
Personal mail |
If you have used the university mailroom in the past for receiving personal packages, please cease doing so immediately and remove the university address from your Amazon or other online purchasing account address books. Do NOT file a mail forward with the USPS as this could result in the USPS sending ALL university mail to your home. |
Payroll Deadline Schedules
FINAL DAY AT CU | DATE & TIME CARD DUE: Timecard (TC) Leavesheet (LS) |
WHAT'S DUE | SUPERVISORS APPROVE BY | SUPERVISORS BE SURE TO |
4/17/20 | 04/13/2020 before 10am | TC: 03/16 - 04/15 & 04/16 - 04/17 LS: 04/01 - 04/17 Leave taken |
04/13/2020 by Noon | TC: Approve both, if employee didn't work during the final TC email Payroll to confirm, Check 04/10 for HOL |
4/24/20 | 4/16/2020 by 11:59pm | TC: 03/16 - 04/15 & 04/16 - 04/24 LS: 04/01 - 04/24 Leave taken |
04/17/2020 by Noon | TC: Approve both, if employee didn't work during the final TC email Payroll to confirm |
4/30/20 | 04/16/2020 by 11:59pm | TC: 03/16 - 04/15 LS: 04/01 - 04/30 Leave taken |
04/17/2020 by Noon | The 16th and 17th are our normal due dates for submission and approval, approval time is being pushed up to Noon. |
04/24/2020 by Noon | TC: 04/16 - 04/30 | 04/24 by 5:00pm | This is so additional pay can be issued on the 30th for hourly employees final hours, if an hourly employee did not work email Payroll. | |
5/8/20 | 05/04/2020 by Noon | TC: 04/16 - 05/08 LS: 05/01 - 05/08 Leave Taken |
05/04/2020 by 5:00pm | |
5/15/20 | 05/11/2020 by Noon | TC: 04/16 - 05/15 LS: 05/01 - 05/15 Leave Taken |
05/11/2020 by 5:00pm | |
5/22/20 | 5/15/2020 by 11:59 pm | TC: 04/16 - 05/15 & 05/16 - 05/22 LS: 05/01 - 05/22 Leave Taken |
05/18/2020 by by Noon | TC: Approve both, if employee didn't work during the final TC email Payroll to confirm |
5/29/20 | 05/15/2020 by 11:59pm | TC: 04/16 - 05/15 LS: 05/01 - 05/29 Leave Taken |
05/18/2020 by by Noon | |
05/22/2020 by 10am | TC: 05/16 - 29 | 05/22/2020 by Noon | Check 05/25 for HOL. This deadline is so additional pay can be issued on the 29th for hourly employees. |