To: All Optometry Faculty and Staff

Date: March 1997

Re: Employee’s Campus Clearance Policy and Procedure

University of Houston College of Optometry must process the Human Resource (HR) form entitled "Employee’s Campus Clearance Form" upon benefits-eligible employee’s termination, resignation or retirement. It is the responsibility of the College Business Administrator (CBA) and/or designated staff to acquire clearance from other departments and units regarding university property such as keys, identification card, corporate credit cards, property management, gate cards, etc. This policy will be reviewed yearly and/or revised as needed.

Upon retirement, resignation, termination, or any other reason that terminates the employee/employer relationship, the Optometry Business Office must process a University clearance form. Terminating Personnel Action Request form (PAR) must have the words "Clearance Form to Follow" in notation as PAR is processed in advance of terminating date and completion of clearance form.

In order to process a clearance form the Optometry Business Office must:

• Attach staff identification card to original clearance form. Cost is $2.00 if lost or stolen.
• If possible, transfer keys within college to CBA for immediate availability for the replacement employee. If not needed, then forward keys to Physical Plant and obtain receipt to attach to in-house copy of clearance form.
• Obtain clearance (e-mail sufficient) from Library (Pam Forbes), Physical Plant (Tom Belcher) and Audio Visual (Enita Torres) departments. Attach responses to in-house copy of clearance form.
• Employee must relinquish American Express corporate card, if applicable. Opt Business Office will cut up card and forward to Administrative Services-Sandra Silva. If card is not returned, corporate account will be terminated by Administrative Services.
• Employee must relinquish gate card, if applicable. Forward to Parking and Transportation.
• If employee is listed as having a long distance code, process long distance form terminating service. Attach department copy of Telecommunications form to in-house copy of clearance form.
• Fax clearance form to Information Technology (IT) Help Desk at 3-1410 for computing clearance. Clearance is given over the phone and IT will terminate passwords.

Whenever possible, employee must sign the clearance form as well as the CBA. Upon completion and signatures, submit original form to HR Records Department with UH identification card. Attach all backup to the department copy and place in employee’s department personnel file. Records are subject to auditor’s review.

Dean Jerald W. Strickland Mary A. Juarez, College Business Admin