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Offboarding – Personnel matters, user accounts, work equipment

Are you employed by or a guest at JLU and leaving the university soon? Find out here what needs to be considered regarding personnel matters and what your departure means for your user accounts and work equipment.

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Austritt COLOURBOX60341534
Checklist Offboarding

About this page

Whether in science, technology, or administration, your work has made an important contribution to the success of research and teaching at JLU. We would like to take this opportunity to express our sincere thanks. 
 
As a former member of the university, you were once a vital part of our university community and made your mark. We would like to keep this mutual connection alive and well in the future and hope you accept our invitation to join our Alumni Network! Here you will find further information about JLU's alumni services. 
 
To make it easier for you to organize your departure, you will find information on this page regarding personnel matters and what your departure means for your user accounts and work equipment. This page is not only intended for the persons concerned, but also offers guidance to supervisors and secretariats on what to do when a person leaves your team.
 
This page will be continuously updated with additional content. Is there anything missing from our checklist? Then please feel free to contact us: support
Checklist for Personnel Matters

Checklist for Personnel Matters

When leaving employment (e.g. due to notice, a termination agreement, or the expiry of a fixed-term employment contract), the following must be observed:
 

Remuneration Payment and Social Security

On the day the employment relationship ends, the payroll office (Hochschulbezügestelle) will
Please inform your health insurance provider of your departure from employment in a timely manner. 

Change of Address

Should your residential address change, please inform Human Resources Management (Personalmanagement) in written form.

Exclusion Period

Claims arising from the employment relationship shall lapse if they are not asserted in written form within an exclusion period of six months after they become due (§ 37 TV-H).

Leave

Any remaining leave must be taken before the end of the employment relationship.

Registration as a Jobseeker

To avoid restrictions on benefits, such as a blocking period due to late registration as a jobseeker (§ 159 Para. 1 No. 9 SGB III), persons whose employment is ending are obliged to register as jobseekers in person with the Employment Agency (Agentur für Arbeit) at least three months before the end of the employment (§ 38 Para. 1 SGB III).
If there are less than three months between the knowledge of the termination date and the end of the employment relationship, the registration must take place within three days of becoming aware of the termination date. To meet the deadline, notification by telephone, in writing, by fax, or by email, stating personal details and the termination date, is sufficient if the personal registration is subsequently completed by appointment.
The obligation to register exists regardless of whether the continuation of the employment relationship is being asserted in court or is being promised by the employer. In accordance with § 2 Para. 2 No. 3 SGB III, employers should inform employees well in advance of the end of the employment relationship about the need for their own activities in searching for other employment, as well as about the obligation to notify the Employment Agency (Agentur für Arbeit) immediately, release them for this purpose, and enable participation in necessary professional training measures. Further information can be found on the Employment Agency website (Homepage der Agentur für Arbeit) or via their telephone number: 0800 4 5555 00. 
A-Z

A-Z (HRZ Account)

Checklist JLU Chipcard

Checklist JLU-Chipcard

 

Student canteen credit

Your student canteen credit can be paid out at the Studierendenwerk's cash desks. Information can be found on the Giessen Studierendenwerk's website.

 Copy credit

The refund of the copy credit on your chip card is possible at the "reload stations", and for credits of EUR 10 or more, also by EC credit.
 
Further information on copy credit can be found on the Materials Management website (the information also applies to employees who have loaded credit onto their JLU chip card for private copies). 
 
Further information on the locations of the "reloaders" can be found on our service provider's support page. 

Non-personalized JLU-Chipcard with locking function

Please return your non-personalized JLU chip card here:
 
Key distribution office of JLU Giessen
Bismarckstraße 20
35390 Gießen
Room 3 
Opening times

Return of your personalized JLU Chipcard

Please return your personalized JLU chip card at the service desk of the IT Service Centre (HRZ) or send it to this address:

Hochschulrechenzentrum der Justus-Liebig-Universität Gießen
Service desk Room 62
Heinrich-Buff-Ring 44
35392 Gießen
 
Checklist Work Equipment

Checklist work equipmemt

 

Keys

Please return your keys here:

Key distribution office of JLU Giessen
Bismarckstraße 20
35390 Gießen
Room 3 
Opening times
Further information on keys  can be found on the Property Mangement website. 

Hardware: Notebooks and Smartphones

Your notebooks and business smartphones remain in your institution.

Library / Library card

Please return borrowed books and other media to the library. Do you have a library card? Library cards are generally valid for two years. Four weeks before it expires, you will receive a notification by email and you can renew your card during the university library's opening hours by presenting a valid ID card, provided that you meet the requirements for obtaining a library card. You can find  more information about library cards on the university library's website. 

"Landesticket" Hesse

Please return the "Landesticket" Hesse either by post or internal mail to:

Justus-Liebig-Universität Gießen
Department C - Human Resources, Division C4
Goethestraße 58
35390 Gießen

or return it here:

Goethestraße 58
Erwin Stein Building
Department C - Secretariat
1. Floor, Room 102

Further informationen on the "Landesticket"" can be found on the Human Resources website.

Checklist Office Organization

Checkliste Office Organization

 

 Digital files

We kindly ask you to check your digital files before you leave. Are the files named consistently and clearly? Is the folder structure logical so that your division can understand and continue your work after you leave? Please also note the guidelines for the glossary of administrative actions (A: Akte, Aktenführung) - these are also helpful for decentralized institutions. 

 Analog documents

Does your area of responsibility require the filing of analog documents? Here, too, we ask you to check your folders again. Are the folders clearly labeled? Is the sorting of the files logical and consistent (process, date, etc.)? Please also note the guidelines for the glossary of administrative actions (A: Akte, Aktenführung) - these are also helpful for decentralized institutions. 

 Email inbox

For general office organization and to ensure that someone can cover for you, JLU recommends using functional email addresses (shared mailboxes) that can be used by several people. Do you have emails in your personal inbox that are relevant to your department? We ask that you save these for your team or move them to a shared mailbox. 

 Memberships / Subscriptions

Please cancel your memberships and/or subscriptions in due time.