1. Notification 3. PPS Activities [Help/Forms/Resources] 2. Process Paperwork 4. Last Day Activities [View/Print Procedure]
	Separating from UCSC
HR Service Team Representative (HRSTR) Procedure

1. Notification

1. Receive two copies of the Request for Medical Separation form, the Review of Request for Medical Separation form and the Summary of Reasonable Accommodation Assessment report from the Benefits Manager, if medical separation is approved.
   
   
2. Notify the Unit Head of the approval of medical separation.
   
   
3. Prepare and provide the appropriate “Notice of Intent to Medically Separate” letter, postdated for the designated mailing date, to the Unit Head for signature.
   
   Note: Senior Partners and Labor Relations must review all notification letters. Time periods in which the employee can respond vary according to personnel program policy or bargaining agreement.
   
   
4. Receive the signed “Notice of Intent to Medically Separate” letter from the Unit Head.
   
   
5. Notice the employee with the following materials:
   
   
   • A copy of the Request for Medical Separation form, the Review of Request for Medical Separation form, and the Summary of Reasonable Accommodation Assessment report.
   • The signed “Notice of Intent to Medically Separate” letter.
   • A Proof of Service form date stamped by the post office.
     
     
6. Send a copy of the “Notice of Intent to Medically Separate” letter to the appropriate designees listed in the cc field.
   
   
7. Schedule the appropriate employee response period as a CruzTime event on the HRSTR’s and Unit Head’s calendar for notification deadline.
   
   
8. Consult with Unit Head after deadline for employee to respond to notice has passed.
   
   
   1. If no response (objection) is received from the employee within the time-frame specified in the notification:
      
      
      1. Prepare the appropriate “Notice of Medical Separation” letter, postdated for the designated mailing date, to the Unit Head for signature.
      2. Coordinate approval of the notice with Labor Relations Analyst and Senior Partner.
      3. Provide notice letter to Unit Head for signature.
      4. Receive the signed notice back from the Unit Head.
      5. Mail the signed notice letter, final paycheck and separation packet to the employee with a Proof of Service form date stamped by the post office.
      6. Send a copy of the notice to the listed recipients as listed under (F).
         
         
   2. If a response (objection) is received from the employee within the time-frame specified in the notification:
      
      
      1. Consult with Labor Relations, Disability Management Coordinator, Risk Services and others as appropriate.
      2. Follow process as described under (H) (a), if medical separation remains appropriate.
      3. Follow case to its conclusion, if medical separation is no longer advisable.

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