Advancement · School Operations

Nobody leaves with
gradebook access or the keys.

Start a checklist when someone gives notice. HR and pay, access to systems and the building, students and caseload, and every laptop and key are tracked to the last day, and anything still open close to it is flagged.

Start an offboardingWhat you get
$5one-time · every device you sign in on
Buy · $5

Included with Caveat Classroom and Whole-school licenses. Or get it in the School operations toolkit, $49 for 32 items.

Departures

The worked example holds three made-up departures: a teacher leaving in two days, a paraprofessional who left last week and a facilities lead retiring in December. Staff are listed by initials or ID; checklists stay in this browser.

Loading the departure form. If nothing appears, turn on JavaScript.

What you get

Advancement · School Operations$5 · included with Classroom and Whole-school licenses

What you finish with
A checklist per departure with initials or staff ID, role, kind of departure, notice and last day; seven HR and pay items, six access items and five handover items marked Done, Not yet or N/A; school property with tags and status; rehire eligibility and notes; flags for access still open within three days of or after the last day and for property not back or lost; a list of upcoming last days.
Who it is for
School and district HR staff, principals, office managers and business managers who handle staff departures.
Format
Browser checklist with any number of saved departures. Prints one checklist, all departures or a blank form; downloads a spreadsheet (.csv); exports and imports a file.
Access
$5 one-time, yours on every device you sign in on; the tool opens once you are signed in with it. Included with Caveat Classroom and Whole-school licenses. Also in the School operations toolkit ($49) and the Advancement Suite pass ($99), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The School Operations space in Caveat Advancement.
Support
Questions about access, an order or a correction: team@caveatacademic.com.

How to use it

  1. Start a checklist on the day notice is given; use initials or a staff ID.
  2. Work through HR and pay with the employee and your benefits administrator.
  3. Plan the handover of grades, caseload and cover in the weeks before the last day.
  4. Collect property against its tag and mark what is back.
  5. Remove systems and building access at the end of the last day and close the checklist.

Start an offboarding

Four lanes, one last day

From notice to the weeks afterlast daynoticea month afterHR and paypapers, benefits, final payW-2 addressSystemsoff at day’s endHandovergrades, caseload, coverPropertylaptop, keys, badgeFrom notice to the weeks afterHR and paypapers, benefits, final pay; W-2 addressSystemsoff at day’s endHandovergrades, caseload, coverPropertylaptop, keys, badgeSystems go off at the end of the last day
Most loose ends are access and property that nobody owned. Naming one person for each lane closes them.

Timing access

Access should end when the job ends: at the close of the last day, not weeks later and, for a voluntary departure, not before. Removing student information system and gradebook access promptly protects student records; an email auto-reply tells families who to contact instead.

Pay and coverage

When the final paycheck is due depends on state law, and some states also set rules on unused leave. Employers with group health plans generally must offer continuation coverage under COBRA, with notices handled by the plan administrator. Check both with your payroll and benefits office; this checklist reminds you to ask.

Sources

  1. U.S. Department of Labor. Last Paycheck (dol.gov/general/topic/wages/lastpaycheck).
  2. U.S. Department of Labor, Employee Benefits Security Administration. An Employer’s Guide to Group Health Continuation Coverage Under COBRA (dol.gov).
  3. National Institute of Standards and Technology. SP 800-53 Rev. 5, control PS-4 Personnel Termination: disable system access and retrieve property.
  4. U.S. Department of Education. Family Educational Rights and Privacy Act, 34 CFR Part 99 (studentprivacy.ed.gov): education records maintained by the school.

The worked example is made up. This checklist is a workflow aid, not legal or HR advice; state law and your policies govern final pay, leave and benefits. Checklists stay on this device until you print or export them. Support: team@caveatacademic.com.