Sonoma State University

Faculty Campus Clearance Guidelines

When faculty voluntarily resign, retire (collect retirement through CalPERS), or complete their participation in FERP from the University, the campus clearance process must be completed.

  • CalPERS: Please coordinate with Payroll and Benefits to confirm the official retirement date.

  • FERP (Faculty Early Retirement Program): Tenured faculty may continue working up to 50% of their previous time base for up to five years while collecting retirement income, in addition to receiving 50% of their salary.

For further information or questions regarding this process, please contact Faculty Affairs at (707) 664-2192.

Campus Clearance Process Flow
Prior to Last Day
1. Faculty

  • Notify the Dean, Department Chair, and Faculty Affairs ([email protected]) via email of intent to reisgn, retire, or enter FERP.

  • Update mailing address, home email, and phone number in Self Service.

  • Fill out the online Departing Employee Info Form and print the resulting Employee Clearance Checklist
2. Director of Operations or Appropriate Administrator

  • Provide the employee with separation guidelines.

  • Initiate the departmental clearance process (if not already started by the faculty member).

  • Notify Faculty Affairs of the employee’s intent to separate (if the faculty member has not already done so).

3. Faculty Affairs

  • Confirm separation with the Director of Operations if notification was not sent to all parties.

  • Process the separation.

  • Conduct an exit interview, if requested.

Last Day of Employment
4. Director of Operations or Appropriate Administrator

  • Collect department property (e.g., laptop, equipment, materials).

  • Set up email forwarding and out-of-office message.

  • Forward phone messages as appropriate.

  • Transfer departmental files from the employee’s desktop to the shared drive.

  • Sign the Department Section of the Employee Campus Clearance Form.

5. Faculty

Visit the Seawolf Service Center (Salazar Hall, 1st Floor) in person to:

  • Return All Applicable - university keys, parking permit, employee ID card and ProCard.

  • Stop payroll deduction for parking permit.

  • Submit the completed Employee Campus Clearance Form.