2024-2025 Off-Boarding Guide

OFF-BOARDING PROTOCOLSFOR FACULTY & STAFF BUCKINGHAM BROWNE & NICHOLS SCHOOL 2024 –2025

CONTENTS This Off-boarding manual is intended to guide Faculty/Staff who are leaving the employment of BB&N. It outlines the process for the return of BB&N property, benefit continuation, exit interview feedback, and other general departure information. Table of Contents HR & Benefits 3 Health Insurance 4 Life Insurance 5 TIAA/ADP 6 ADP 6 Institutional Archives 7 Exit Interview Survey 7 Update Contact Information 7 Information Technology (IT) 8 BB&N Issued Hardware 9 IT Equipment Return Protocol 9 Google Suite 10 Security & Transportation 12 Questions 13 2024-2025 Offboarding Guide | 2

HR & BENEFITS

HEALTH INSURANCE Faculty who are leaving after having worked September - June, and/or Staff who are leaving BB&N remain on the BB&N medical and dental who are currently receiving BB&N medical and/or dental insurance insurance plans through the last day of the month in which they work. benefits: ○ As soon as possible before the last day of BB&N work the exiting Staff ○ Will continue to have coverage through August member will receive a COBRA Election Notice from Reimbursement 31 of the year worked; Specialists Inc. (RSI). This notice allows the former BBN Staff member to either: i) waive the continuation of medical and dental insurance; or ii) ○ Will receive pay through August 31 of the year elect coverage continuation under COBRA. worked. Specifically, the last June paycheck will ○ COBRA elections require the former BBN employee to pay the full cost of be in the form of a lump sum payment including the medical/dental insurance plus a 2% administration fee, beginning pay through August, less applicable deductions after the end of BBN coverage or within a 45 day window, as explained in (ex. employee medical/dental contributions). the RSI notification. The former BBN employee may elect COBRA continuation coverage through Reimbursement Specialists Inc. A complete explanation of the benefit options available under COBRA will ○ Will receive a COBRA Election Notice from be sent from RSI to the former Staff member’s home address. RSI Reimbursement Specialists Inc. (RSI) before customer service can be reached at 877-933-5600. August 31 of the year worked. This notice allows the former BB&N faculty member to either: i) waive the continuation of medical and dental insurance; or ii) elect coverage continuation under COBRA. COBRA elections require the former employee to pay the full cost of the medical/dental insurance plus a 2% administration fee, beginning on September 1, 2022, and continuing per the details in the RSI letter. If the former BB&N employee elects COBRA coverage, all monthly payments and administration are outsourced to RSI. A complete explanation of the benefit options available under COBRA will be available through RSI before August 31. RSI customer service can be reached at 877 933 5600. 2024-2025 Offboarding Guide | 4

LIFE INSURANCE Faculty/Staff have the following options under MetLife for Life and Supplemental Life Insurance: BB&N paid Life Insurance ○ BB&N currently provides three times base salary in life insurance to BB&N faculty/staff who work more than 30 hours per week. Upon leaving BB&N’s employ, this insurance may be converted to a Whole Life policy with MetLife. Please see the attached MetLife Application to Convert Life Insurance at the employee’s own cost. Supplement Life Insurance ○ BB&N covers 100% of the premium costs of Life and Accidental Death and Dismemberment Insurance through MetLife. Employees are automatically enrolled in this coverage once they become eligible. Additional employee Life insurance on an employee-paid basis is also available. ○ Exiting employees may elect to carry over Supplemental Voluntary Life Insurance. To do so please use the MetLife Voluntary Life Insurance Portability form here. Participants have 31 days after leaving BB&N in which to complete and return the form(s) to MetLife. ○ Converting and/or porting Life and Supplemental Life Insurance is a personal decision between each departing faculty/staff member and MetLife. Please contact MetLife Life Insurance toll-free at 1-888-252- 3607 with questions or for assistance. For more information please visit: https://selectebs.relayto.com/e/metlife-election-of-portable-coverage-form- 2024-2025 Offboarding Guide | 5 zco89cimf8qpw?hub=bb-n-employee-benefits-information-64413a28c73f9;6508e75ef1d55&hub-nav=topbar 4

TIAA/ADP - HR & BENEFITS (CONTINUED) TIAA ADP Departing Faculty o Departing employees are encouraged to retain their login ID ○ The last day of TIAA participation is August 31 of the year worked, provided and password for ADP. Faculty/Staff continue to have access that the faculty member worked the full year (September - June). Otherwise, the last day of plan participation is the last day worked. to ADP to view and download both pay statements and W-2’s for 3-5 years after employment. Below are the links for ADP: Departing Staff ○ http://workforcenow.adp.com ○ Contributions to TIAA as well as the BB&N match cease on the last day of employment at BB&N. ○ Departing Faculty/Staff are encouraged to contact TIAA directly to evaluate investment options and determine whether they would like to continue to hold money under the BB&N TIAA plan. There is no requirement for a minimum investment; plan participants may keep their money in TIAA after leaving, indefinitely or explore other options. TIAA contact information: https://www.tiaa.org/public/tcm/bbn | 1-800-842-2252 2024-2025 Offboarding Guide | 6 5

HR & BENEFITS (CONTINUED) Institutional Archives ● BB&N is fortunate to have institutional archives, which serve to document the school’s history and make those materials available to community members and researchers. As members of the BB&N community, the work of every faculty/staff member is a key piece of that history and the school hopes to represent every experience in the collection. Please reach out to Esme Rabin , the school archivist, to schedule a short one-on-one Zoom call as part of the off-boarding process. ● A link to Esme’s calendar is provided here for your convenience. Exit Interview Survey ● BB&N has an Employee Exit Interview Survey. Participation allows the school a confidential platform to learn from Faculty/Staff collective and individual experiences. Please fill out the survey before you leave here. Update Contact Information ● BB&N asks all departing Faculty/Staff to go into ADP and provide their current personal email and mailing address. We ask so that the school can reach you about events and any loose ends with benefits, TIAA administration etc. 2024-2025 Offboarding Guide | 7

INFORMATION TECHNOLOGY (IT)

INFORMATION TECHNOLOGY (IT) BB&N Issued Hardware ● When Faculty/Staff voluntarily leave or retire, they have the option to purchase their BB&N issued hardware if they have had the device for more than 3 years based on the current value of the device. Faculty/Staff should contact [email protected] to go over this process. ○ Equipment to return: ■ Laptop w/charger, iPad w/Apple Pencil and Charger and any dongle issued to you ● If Faculty/Staff do not purchase their devices, they should turn them in no later than June 11th to ○ Hong Chan at the Upper School ○ Sam Po at the Middle School ○ Christian Lessage at the Lower School ● If this leave happens during the school year, Faculty/Staff should contact Hong Chan to coordinate a drop off of all equipment. IT Equipment Return Protocol ● See above policy. Before departure the employee sets up time to meet with IT and discuss hand-off of property/ ask any questions regarding return protocol. It is the responsibility of the Asst Director and/or Department Head to ensure that all property is returned to IT before the employee’s departure. 2024-2025 Offboarding Guide | 9

INFORMATION TECHNOLOGY (IT) (CONTINUED) GOOGLE SUITE ● This includes email, google docs, contacts, classroom, keep, etc. ○ Faculty/Staff have the ability to take their data within the G-Suite ecosystem with them when they leave BB&N. If faculty voluntarily resign or retire from BB&N this option will be available to them. If this leave happens at the end of the academic year, Faculty/Staff will have until July 1 to extract their data. ○ If Faculty/Staff voluntarily leave or retire during the academic year, they will also have the ability to take data with them using Google Takeout. In this instance, the Faculty/Staff member should contact [email protected] to coordinate a time when email access will be deactivated. ○ NOTE: In all of these instances BB&N owns all Faculty/Staff data and retains a copy of this data. Documents in Shared, Team Drives are owned and retained by BB&N. ● Google Takeout Process: ○ Log in to your bbns.org email account ○ Go to takeout.google.com ○ Select the data you wish to take with you ○ Select “Next Step” at the bottom of the data screen ○ Select your export criteria ○ Select “Create Export” ○ This may take some time depending on the size of your file. Once the file is exported, you will get an email with a download link. You will have one week to download your files. 2024 Benefits Guide | 10

SECURITY & TRANSPORTATION

SECURITY & TRANSPORTATION SECURITY BB&N keys, parking pass, and ID card returned to Kathleen Murphy . ○ Departing employee gives key(s) to Manager/Campus Director/Department Head ○ ID returned directly to Kathleen Murphy as soon as practicable TRANSPORTATION BB&N provides T-Passes to Faculty/Staff from September through June. For Faculty/Staff members using a T-Pass, the T-Pass is valid through the end of the month in which you are ending your employment. 2024 Benefits Guide | 12

QUESTIONS? PLEASE FEEL FREE TO CONTACT THE OFFICE OF HUMAN RESOURCES AT [email protected]