2025-2026 Off-Boarding Guide

OFF-BOARDING PROTOCOLS FACULTY & STAFF BUCKINGHAM BROWNE & NICHOLS SCHOOL 2025 – 2026

HR & BENEFITS

HEALTH INSURANCE Faculty who are leaving after having worked September - June, and/or who are currently receiving BB&N medical and/or dental insurance benefits: ○ Will continue to have coverage through August 31 of the year worked; ○ Will receive pay through August 31 of the year worked. Specifically, the last June paycheck will be in the form of a lump sum payment including pay through August, less applicable deductions (ex. employee medical/dental contributions). ○ Will receive a COBRA Election Notice from Reimbursement Specialists Inc. (RSI) before 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. Staff who are leaving BB&N remain on the BB&N medical and dental insurance plans through the last day of the month in which they work. ○ As soon as possible before the last day of BB&N work the exiting Staff member will receive a COBRA Election Notice from Reimbursement Specialists Inc. (RSI). This notice allows the former BBN Staff member to either: i) waive the continuation of medical and dental insurance; or ii) elect coverage continuation under COBRA. ○ COBRA elections require the former BBN employee to pay the full cost of the medical/dental insurance plus a 2% administration fee, beginning after the end of BBN coverage or within a 45 day window, as explained in 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 be sent from RSI to the former Staff member’s home address. RSI customer service can be reached at 877 933 5600. 2025-2026 Offboarding Guide | 2 FACULTY: STAFF:

LIFE INSURANCE Faculty/Staff have the following options under MetLife for Life and Supplemental Life Insurance: 3 BB&N paid Life Insurance ○ BB&N currently provides 1x base salary up to $100,000 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. 2025-2026 Offboarding Guide | 3

HR & BENEFITS (CONTINUED) TIAA 4 Departing Faculty ○ The last day of TIAA participation is August 31 of the year worked, provided that the faculty member worked the full year (September - June). Otherwise, the last day of plan participation is the last day worked. Departing Staff ○ 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 ADP o Departing employees are encouraged to retain their login ID and password for ADP. Faculty/Staff continue to have access to ADP to view and download both pay statements and W-2’s for 3-5 years after employment. Here is the link for ADP. Update Contact Information o 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. 2025-2026 Offboarding Guide | 4

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. 2025-2026 Offboarding Guide | 5

INFORMATION TECHNOLOGY (IT)

INFORMATION TECHNOLOGY (IT) IT Equipment Return Protocol ● No later than the last day of employment (last day on campus for faculty), the employee must return all BB&N issued hardware (for example, laptops, phones, I-pads) to HR. 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. If an employee would like to purchase their hardware, they must submit an FMX Ticket for the Technology Help Desk to schedule. 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 June 30th 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 submit an FMX Ticket for the Technology Help desk 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. 2025-2026 Offboarding Guide | 7

BB&N issued keys, fob, and ID need to be returned to Human Resources no later than the last day of on-campus employment. If you are unable to coordinate a drop-off, please email hr@bbns.org for assistance. 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. SECURITY 2025-2026 Offboarding Guide | 8 TRANSPORTATION SECURITY & TRANSPORTATION

QUESTIONS? PLEASE FEEL FREE TO CONTACT THE OFFICE OF HUMAN RESOURCES AT HR@BBNS.ORG