ARL-PAM-690-54.pdf

* ARL Pamphlet 690-54

DEPARTMENT OF THE ARMY

U.S. ARMY RESEARCH LABORATORY

2800 Powder Mill Road, Adelphi, MD 20783-1197

Army Research Laboratory Pamphlet No. 690-54

Personnel -- General

21 October 2011

OUT-PROCESSING CLEARANCE PROCEDURES

Civilian, Military and Contractor Employees

History. This pamphlet supersedes ARL-PAM 690-54 dated 24 November 2002.

Summary. This pamphlet provides guidance regarding out-processing of civilian, military and contractor employees throughout the U.S. Army Research Laboratory (ARL).

Applicability. This pamphlet applies to ARL personnel at all geographic locations.

Proponent and Exception Authority. The proponent of this pamphlet is the Civilian Human Resource Office. Exceptions to the policy and procedures outlined in this pamphlet that are consistent with controlling law and regulations may be granted on a case-by-case basis by the ARL Director.

Suggested Improvements. Employees are invited to send comments and suggested improvements on aDA Form 2028 (Recommended Changes to Publications and Blank Forms) or in that format to Director, U.S. Army Research Laboratory, ATTN: RDRL-D, 2800 Powder Mill Road, Adelphi, MD 20783-1197.

This pamphlet supersedes ARL-PAM 690-54, dated 24 Nov 2002

ARL Pamphlet 690-54

1. PURPOSE: Civilian, military and contractor employees who are terminating employment at this Laboratory, or taking leave without pay in excess of30 days, must out-process by securing clearance from the appropriate offices (as shown on the out-processing clearance form) of this Laboratory. This pamphlet establishes a centralized procedure to satisfy out-processing requirements.

2. REFERENCES:

a. Related publications:

(1) AR 690-400, Chapter 4302, 16 October 1998, Total Army Performance Evaluation System (TAPES).

(2) ARL Memo 690-42, 28 August 2000, Personnel Demonstration Project.

(3) ARL Memo, 24 April2009, Personnel Departure Inspection Policy.

(4) DA Memo, 18 June 2009, Drivers License Waiver Pending Publication of Revised AR 600-55 and Garrison Memo, 12 Apr 2010, OF 346 Government Motor Vehicle Identification Card Waiver Information Paper.

(5) Service Desk Work Process SYMBOL CHGSTDWF, Departing Employee.

b. Related forms:

(1) SF 52, Request for Personnel Action (RPA).

(2) ARL Form 73, Clearance Statement, cited in paragraphs 4.a. (4), 4.b. (2), 4.c. (1) and

(2) and Appendices B, C, D. and E.

(3) DA Form 2962, Security Termination Statement, cited in Appendices A, B, C, D, and E.

(4) SF 700 Security Container Information, cited in Appendix A.

3. POLICIES

a. Each Directorate/Office will ensure issuance of the ARL Clearance Statement in conjunction with departing civilian, military and contractor personnel.

b. Management will comply with the provisions of this pamphlet.

c. Employees will comply with clearance procedures outlined in this pamphlet, as well as their installations out processing procedures.

4. PROCEDURES/RESPONSIBILITIES

a. Directorate Directors will:

(1) Ensure the point-of-contact listing associated with ARL Form 73 is kept current with the appropriate personnel identified for out-processing personnel.

(2) Take appropriate disciplinary action when clearance procedures are not followed.

b. Supervisors will:

(1) Coordinate all civilian personnel departure actions with Directorate/Office Administrative Officers and the Civilian Personnel Advisory Center (CP AC).

(2) Coordinate military personnel departure actions with Directorate/ Administrative Officers and the Military Personnel Office.

(3) Ensure the Contracting Officer's Representative coordinates contractor personnel departures with Directorate/Office Administrative Officers and Contracting Officer to ensure compliance with all the provisions of this pamphlet, as well as the local installation out processing procedures.

(4) Ensure departing employees comply with the provisions of this pamphlet, as well as their installations' out-processing procedures.

(5) Allow the employee adequate duty time to complete the out-processing clearance requirements.

( 6) Ensure a Help Desk Ticket is submitted two weeks prior to the effective date of departure OR upon immediate notification of departure.

(7) Ensure the ARL Form 73 process is begun at least two weeks prior to departure OR as soon as the departure date is known if later than two weeks, and is fully completed prior to the employee's termination of employment.

(8) Ensure the ARL Form 73 process is completed on behalf of the employee if the employee is not available and/or not able to clear in accordance with this pamphlet.

(9) Complete an appraisal or rating for the departing civilian or military employee if required by applicable personnel regulations.

(1 0) Coordinate, through the CP AC, a release date with the gaining organization for departing civilian employees.

(11) Ensure Hand Receipt Holders clear in person with the appropriate Property Book Officer. A 100% physical inventory must be completed prior to the employee's departure to ensure all hand-receipted equipment is accounted for and transferred appropriately. Any Report of Survey required due to unaccountable property will be initiated prior to departure of the employee.

(12) Upon completion of ARL Form 73 by a civilian or military employee, the supervisor will sign the form certifying completion.

c. Civilian Employees will:

(1) Inform their supervisors of intent to terminate, retire, or transfer employment not later than two (2) weeks prior to the effective date of departure or upon immediate acceptance of a job offer.

(2) Complete ARL Form 73 prior to departure, in accordance with this policy.

(3) Hand Receipt Holders clear in person with the appropriate Property Book Officer. A 100% physical inventory must be completed prior to the employee's departure to ensure all hand-receipted equipment is accounted for and transferred appropriately. Any Report-of-Survey required due to unaccountable property will be initiated prior to departure of the employee. The COMSEC Hand Receipt Holders must clear in person with their supporting COMSEC Manager at least two weeks in advance oftheir departure. A 100% physical inventory must be completed prior to the employee's departure to ensure all accountable hand-receipted COMSEC equipment and/or keying material is accounted for and the material is either destroyed or transferred appropriately. Any reportable COMSEC Incident Report required due to unaccountable key destruction or property will be initiated within 24 hours of the discovery.

( 4) If occupying a supervisory position, complete annual ratings or special appraisals as required by applicable personnel regulations prior to departure.

d. Military Personnel will:

( 1) Inform their supervisors of intent to terminate, retire, or transfer not late than two weeks prior to the effective date of departure or upon immediate acceptance of a job offer.

(2) Complete ARL Form 73 prior to departure, in accordance with this policy.

(3) If occupying a supervisory position, complete annual ratings or special appraisals as required by applicable personnel regulations prior to departure.

e. Contractor Program/Project Managers will:

(NOTE: If there is not a Contractor Program/Project Manager identified, the individual responsible for binding the company (the party signing the contract or accepting the order) will perform the out-processing responsibilities identified in this section.)

(1) Send e-mail notification two weeks before or as soon as a clearance separation date is known containing the following information:

(a) Employee Name

(b) Performance Site

(c) Company N arne

(d) Contract Number

(e) Contractor Program/Project Manager Name, E-mail, Phone Number

(f) Contracting Officer's Representative (COR) or Government Technical Representative Name, E-mail, Phone Number

(g) Clearance/Separation Date

(h) Reason for Clearance:

Contract Ending: Provide date

Termination for Cause: Provide top level basis for termination to COR

Other (retirement, alternate employment opportunities, etc.)

(2) Ensure departing employees comply with the provisions of this pamphlet, as well as their installation's out-processing procedures.

(3) Ensure a Help Desk Ticket is submitted two weeks prior to the effective date of departure or upon immediate acceptance of a job offer.

(4) Ensure the ARL Form 73 process is begun at least two weeks prior to departure OR as soon as the departure date is know if later than two weeks, and is fully completed prior to employee's termination of employment.

(5) Ensure the ARL Form 73 process is completed on behalf of the employee if the employee is not available and/or not able to clear in accordance with this pamphlet.

( 6) Coordinate any reassignment of accountable property assigned to the departing individual.with the Contracting Officer's Representative and the point of contact identified on the ARL Form 73.

(7) Collect laboratory notebooks, if applicable, for turn-in to COR upon employee departure.

(8) Ensure key control. Collect properly labeled keys (rooms, cabinets, tool boxes, etc) for tum in to COR-identified Key Control Officer not later than contract conclusion.

(9) Ensure records are unencrypted so that they may be archived.

(1 0) Ensure personal space inspection. Ensure area is debris free and property properly stored.

f. Contracting Officer's Representatives will:

(1) Review Notification of Employee Clearance to schedule any clearance activities.

(2) Inform directorate Employee Information System (EIS) representative of scheduled departure date to have employee removed from directory.

(3) Ensure company identifies individual to perform all activities identified in Contractor Program/Project Manager section above and identified on the ARL Form 73.

(4) In those circumstances where the employee clearance is in conjunction with contract completion, be sure all COR functions associated with contract completion are performed.

g. Contractor Officers will:

Notify all parties if employee clearance is part of contract completion and the date associated with contract completion has changed so that clearance efforts may be rescheduled.

h. Directorate/Office Administrative Officer will:

(1) Coordinate appropriate action with the servicing CP AC Specialist upon notification of civilian employee departure to ensure completion of necessary paperwork.

(2) Provide the departing employee with the ARL Form 73 in accordance with the instructions set forth in this pamphlet (Appendix B) with sufficient time to allow completion of the clearance process. Ensure completion and all signatures are obtained.

(3) Submit the Help Desk ticket for civilian and military personnel, two weeks prior which contains clearance/separation date and type of departure.

(4) Retain the completed ARL Form 73 for two years, in accordance with existing records management policies and procedures.

Distribution All ARL Employees

Insert Form 73 Excel Sheet Appendix A

APPENDIXB

U.S. ARMY RESEARCH LABORATORY (ARL)

CIVILIAN EMPLOYEE CLEARANCE STATEMENT

INSTRUCTIONS FOR COMPLETING ITEMS

Complete ARL Clearance Statement (ARL Form 73) as follows:

1. Complete top portion of form:

• Employee's name

• Organization

• Last day of duty: Enter effective date the last day of duty

• Type of separation (i.e., retirement, resignation, etc.)

• Geographic location

• Help Desk ticket number for separation

• Employee forwarding address (at the bottom of ARL Form 73)

2. Complete items in accordance with the instructions below. Signatures are required for every line item. If a line item does not apply to the employee, enter "NA" in the appropriate column and sign. Clearing telephonically is acceptable; however, the point of contact clearing you by phone must send a digitally signed email stating that you have been cleared from their office.

The email will then be attached to your clearance sheet.

3. Internal Directorate Office will:

a. Notify ARL Mailroom of departing employee.

b. At least two weeks prior to departure, request your Directorate Admin Officer/Secretary initiate a help desk ticket to remove all accounts (i.e., Email, Network, TrackiT, etc.). Army Research Office (ARO) employees should contact the help desk directly. The ARO IT staff (IMD) are the proponent for help desk tickets.

c. Update EIS. Remove employee upon separation from organization.

d. Upon separation, conduct employee exit interview with supervisor in accordance with Appendix F of this pamphlet.

e. Return office keys to appropriate key control officer upon separation.

f. Upon separation, collect and process laboratory notebooks if appropriate.

g. Notify ARL Legal Office at least three workdays prior to separation. Employee must receive Post Employment Restrictions Briefing.

h. Performance Plan: Ensure closeout appraisal is completed when applicable.

i. Retrieve Small Purchase Credit Card and coordinate with Bank Card Program Coordinator prior to separation.

j. Upon separation, clear with organization timekeeper.

k. Prior to separation, contact your training coordinator, review training documentation to ensure employee does not have outstanding training requests or service obligations, and ensure the Total Employee Development (TED) system is updated.

1. Prior to separation, ensure a Personnel Departure Inspection is conducted in accordance with ARL Memo, 24 April2009, Personnel Departure Inspection Policy.

m. Ensure departing employee is provided an opportunity to complete the Civilian Personnel On-line (CPOL) Exit Survey. This does not apply to Military Personnel.

n; Notify ARL Fitness Center (Adelphi Laboratory Center [ ALC] employees only).

o. Upon separation, review office files and electronic files, and process as appropriate.

Ensure all electronic files are unencrypted so they can be archived.

p. Ensure service obligations have been met, as applicable to individual employees (e.g., recruitment/relocation bonuses).

q. Update/destroy signature cards as appropriate. Notify Security.

4. Information Technology

a. Corporate-issued cellular phone, pager, and/or Blackberry will be turned in to the Hand Receipt Holder/Supervisor and cleared by the appropriate ARL office. Otherwise, the Technical Directorate/Office Administrative Officer will clear this section.

b. Upon separation, material borrowed from the Technical Library must be returned.

c. Telephone credit cards are turned in, if appropriate.

d. The DSRC Accounts cleared.

e. The SECURID turned in, if appropriate.

f. Technical Publishing

g. Telephone, voice mail, etc., will be removed as appropriate. Reset your voicemail password to the generic "standard" password prior to separation.

5. Logistics

a. Government driver's license/fuel cards are cleared for employees two days prior to departure.

b. Hand Receipt Holders clear in person with the appropriate Property Book Officer two weeks prior to departure. A 100% physical inventory must be completed prior to the employee's departure to ensure all hand-receipted equipment, including ADP equipment, is accounted for and transferred appropriately. Any Report-of-Survey required due to unaccountable property will be initiated prior to departure of employee.

6. Intelligence/Security

a. Civilian ID and Common Access Cards (CAC) will be turned in and processed in accordance with existing security procedures.

b. Upon separation, if the host installation requires a Retired Civilian ID Card, process in accordance with host installation procedures.

c. At least two weeks in advance of separation, COMSEC/STE equipment will be cleared as appropriate.

d. Upon separation, courier cards are turned in.

e. Safe combinations/classified containers are reviewed and cleared, normally by administrative custodians at directorate/office level.

f. Security area badge will be turned in and processed in accordance with existing security procedures.

g. Employee is debriefed from all security clearances including Special Access Program (SAP) clearances, if appropriate.

h. A Security Termination Statement (DA Form 2962) is signed, certifying the employee's clearance on the date of departure and the nondisclosure of any classified information.

i. Special Access Program debriefing is conducted and employee will be cleared of any special program access, if appropriate.

j. Special Security Office/SCI - Security/Intel will determine if an employee is required to be cleared of this section.

k. Parking Permits (ALC and ARO employees only) will be turned in and processed in accordance with existing procedures.

1. Vehicle decals will be turned-in and processed in accordance with existing host installation procedures. This does not apply to White Sands Missile Range (WSMR) employees.

7. Safety, Health, and Environment

a. Upon separation, ensure appropriate processing and clearance if the employee handled radioactive material.

b. Upon separation, ensure appropriate processing and clearance of all hazardous materials.

c. Employees are required to clear the Occupational Health Clinic at their host installation.

If an employee is on medical surveillance, an appointment should be scheduled two weeks prior to their last day to allow follow-up medical surveillance testing, if indicated.

d. Upon separation, employees are required to clear the Worker's Compensation Office.

8. Civilian Personnel Advisory Center (CPAC)

a. Prior to separation, the employee will schedule an appointment with their servicing CP AC Specialist for worker's compensation, if applicable.

b. Prior to separation, the employee will schedule an appointment with their servicing CP AC Specialist for Employee Benefit counseling.

c. Prior to separation, the employee will schedule an appointment with their servicing CP AC specialist to discuss Voluntary Leave Transfer Program (VL TP) issues, if applicable.

9. Resource Management

a. Prior to and at least one day before separation, the employee will schedule an appointment with the Customer Service Representative (CSR) in the Management Accounting Office to discuss and resolve any pay issues.

b. Prior to and at least three days before separation, the employee will schedule an appointment with the Defense Travel System (DTS) Administrator of the Management Accounting Office to discuss and resolve any pending travel documents, expenses, etc.

c. Prior to and at least three days before separation, the employee will schedule an appointment with the travel credit card representative, Agency Program Coordinator (APC), of the Management Accounting Office to discuss and resolve any pending credit card balances, etc.

d. Prior to and at least one day before separation, the employee will schedule an appointment with the Government Debt Administrator in the Management Accounting Office to discuss and resolve any general debts that may be pending with the USG to include Report of Survey identified debts, etc.

e. Prior to and at least two days before separation, the employee will schedule an appointment with the OCONUS Administrator in the Management Accounting Office to discuss and resolve outstanding trip report requirements and turn in of official passports. This does not apply to WSMR Employees.

APPENDIXC

U.S. ARMY RESEARCH LABORATORY (ARL)

MILITARY EMPLOYEE CLEARANCE STATEMENT

INSTRUCTIONS FOR COMPLETING ITEMS

Complete ARL Clearance Statement (ARL Form 73) as follows:

1. Complete top portion ofform:

• Employee's name

• Organization

• Last day of duty: Enter effective date the last day of duty

• Type of separation. (i.e., retirement, resignation, etc.)

• Geographic location

• Help Desk ticket number for separation

• Employee forwarding address (at the bottom of ARL Form 73)

2. Complete items in accordance with the instructions below. Signatures are required for every line item. If a line item does not apply to the employee, enter "NA" in the appropriate column and sign. Clearing telephonically is acceptable; however, the point of contact clearing you by phone must send a digitally signed email stating that you have been cleared from their office.

The email will then be attached to your clearance sheet.

3. Internal Directorate Office will:

a. Notify ARL Mailroom of departing employee.

b. At least two weeks prior to departure, request your Directorate Admin Officer/Secretary initiate a help desk ticket to remove all accounts (i.e., Email, Network, TrackiT, etc.). The ARO Employees should contact the help desk directly. ARO IT staff (IMD) are the proponent for help desk tickets.

c. Update EIS. Remove employee upon separation from organization.

d. Upon separation, conduct employee exit interview with supervisor in accordance with Appendix .F of this pamphlet.

f. Upon separation, collect and process laboratory notebooks if appropriate.

g. Retrieve Small Purchase Credit Card and coordinate with Bank Card Program Coordinator prior to separation.

h. Upon separation, clear with organization timekeeper.

i. Prior to separation, Contact your training coordinator, review training documentation to ensure that the employee does not have outstanding training requests or service obligations and ensure the TED system is updated.

j. Prior to separation, ensure a Personnel Departure Inspection is conducted in accordance with ARL Memo, 24 April2009, Personnel Departure Inspection Policy.

k. Notify ARL Fitness Center (ALC employees only).

1. Upon separation, review office files and electronic files, and process as appropriate.

Ensure all electronic files are unencrypted so they can be archived.

4. Information Technology

a. Corporate-issued cellular phone, pager, and/or Blackberry will be turned in to the Hand Receipt Holder/Supervisor and cleared by the appropriate ARL office. Otherwise, the Technical Directorate/Office Administrative Officer will clear this section.

b. Upon separation, material borrowed from the Technical Library must be returned.

c. Telephone credit cards are turned in, if appropriate.

d. The DSRC Accounts cleared.

e. Telephone, voice mail, etc., will be removed as appropriate. Reset your voicemail password to the generic "standard" password prior to separation.

5. Logistics

a. Government driver's license/fuel cards are cleared for employees two days prior to departure.

b. Hand Receipt Holders clear in person with the appropriate Property Book Officer two weeks prior to departure. A 100% physical inventory must be completed prior to the employee's departure to ensure all hand-receipted equipment, including ADP equipment, is accounted for and transferred appropriately. Any Report-of-Survey required due to unaccountable property will be initiated prior to departure of employee.

6. Intelligence/Security

a. Civilian ID and Common Access Cards (CAC) will be turned in and processed in accordance with existing security procedures.

b. Upon separation, if host installation requires a Retired Civilian ID Card, process in accordance with host installation procedures.

c. At least two weeks in advance of separation, COMSEC/STE equipment will be cleared as appropriate.

d. Upon separation, courier cards are turned in.

e. Safe combinations/classified containers are reviewed and cleared, normally by administrative custodians at directorate/office level.

f. Security area badge will be turned in and processed in accordance with existing security procedures.

g. Employee is debriefed from all security clearances including special access program clearances, if appropriate.

h. A Security Termination Statement (DA Form 2962) is signed, certifying the employee's clearance on the date of departure and the nondisclosure of any classified information.

i. Special Access Program (SAP) SAP debriefing is conducted, and the employee will be cleared of any special program access, if appropriate.

j. Special Security Office/SCI- Security/Intel will determine if an employee is required to be cleared of this section.

k. Parking Permits (ALC and ARO employees only) will be turned in and processed in accordance with existing procedures.

1. Vehicle decals will be turned in and processed in accordance with existing host installation procedures. This does not apply to WSMR Employees.

7. Safety, He'alth, and Environment

a. Upon separation, ensure appropriate processing and clearance if employee handled radioactive material.

b. Upon separation, ensure appropriate processing and clearance of all hazardous materials.

c. Employees are required to clear the Occupational Health Clinic at their host installation.

If an employee is on medical surveillance, an appointment should be scheduled two weeks prior to their last day to allow follow-up medical surveillance testing if indicated.

d. Upon separation, employees are required to clear the Worker's Compensation Office.

8. Resource Management

a. Prior to and at least three days before separation, employee will schedule an appointment with the DTS Administrator of the Management Accounting Office to discuss and resolve any pending travel documents, expenses, etc.

b. Prior to and at least three days before separation, the employee will schedule an appointment with the Travel Credit card representative, Agency Program Coordinator (APC), of the Management Accounting Office to discuss and resolve any pending credit card balances, etc.

9. HHC Clearance

a. DA-137-1

b. DA-137-2

APPENDIXD

U.S. ARMY RESEARCH LABORATORY (ARL)

CONTRACTOREMPLOYEECLEARANCESTATEMENT

INSTRUCTIONS FOR COMPLETING ITEMS

Complete ARL Clearance Statement (ARL Form 73) as follows:

1. Complete top portion of form:

• Employee's name

• Organization

• Last day of duty: Enter effective date the last day of duty

• Type of separation. (i.e., retirement, resignation, etc.)

• Geographic location

• Help Desk ticket number for separation

• Employee forwarding address (at the bottom of ARL Form 73)

2. Complete items in accordance with the instructions below. Signatures are required for every line item. If a line item does not apply to the employee, enter "NA" in the appropriate column and sign. Clearing telephonically is acceptable; however, the point of contact clearing you by phone must send a digitally signed email stating that you have been cleared from their office.

The email will then be attached to your clearance sheet.

3. Internal Directorate Office will:

a. Notify ARL Mailroom of departing employee.

b. At least two weeks prior to departure, request your Directorate Admin Officer/Secretary initiate a help desk ticket to remove all accounts (i.e., Email, Network, TrackiT, etc.). The ARO Employees should contact the help desk directly. The ARO IT staff (IMD) are the proponent for help desk tickets.

c. Update EIS. Remove employee upon separation from organization.

d. Upon separation, conduct employee exit interview with supervisor in accordance with Appendix F of this pamphlet.

f. Upon separation, collect and process laboratory notebooks, if appropriate.

4. Contractor Employees will:

a. Inform their Contractor Program Manager (CPM), Contracting Officer's Representative (COR) or Sponsor in writing by email, of their intent to terminate employment at least two weeks prior to the effective date of departure. The email must contain the following

(1) Employee Name and Phone Number

(2) Performance Site

(3) Company N arne

(4) Contract Number

(5) Contractor Program/Project Manager Name, E-mail, Phone Number

(6) Contracting Officer's Representative (COR) or Government Technical Representative Name, Email and Phone Number

(7) Clearance/Separation Date.

b. Will complete all required Government clearance processes identified in this pamphlet.

The following actions are required NO LATER THAN 72 hours of termination of employment:

(1) Deactivate desk phone voicemail and reset it to the default password. When prompted for password, enter suffix, then prefix. Example: 394-1234 is entered as 1234394.

(2) Return laptop and all peripheral IT equipment (cell phone, Blackberry, air card, etc).

(3) Key Control. Return properly labeled keys (rooms, cabinets, tool boxes, etc.) to Contractor Program/Project Manager.

(4) Complete Security Termination Statement (DA Form 2862). Sign and turn in the form the last day of employment under this contract or through scheduled appointment.

(5) Contractor ID Card/Common Access Card (CAC) turn in on the last day of employment.

(6) •Vehicle decals turned in and processed in accordance with existing host installation procedures.

c. Contractor Program/Project Manager will:

(1) If there is not a Contractor Program/Project Manager identified, the individual responsible for binding the company (the party signing the contract or accepting the order will perform the out-processing responsibilities identified in this section.

(2) Two weeks before or as soon as the separation date is known, the Contractor Program/Project Manager will send an email notification containing the following information to the personneVorganizations identified in paragraph 3 below:

(a) Employee Name

(b) Performance Site

(c) Company Name

(d) .Contract Number

(e) Contractor Program/Project Manager Name, Email and Phone Number

(f) Contracting Officer's Representative (COR) or Government Technical Representative Name, Email and Phone Number

(g) Clearance/Separation Date

(h) Select Reason for clearance:

Contract ending. Provide date.

Termination for cause. Provide top level basis for termination to COR.

Other (retirement, alternate employment opportunities, etc.

5. Clearance Checklist Coordination Points

a. Mailroom notification.

b. Personnel Departure Inspection conducted in accordance with ARL Memo, 24 April2009, by Contractor Program/Project Manager in coordination with a COR.

c. Information Technology: Separation help desk ticket processed two weeks prior to departure. Notifications for cellular telephone, Blackberry, Technical Library, air cards, DSRC accounts and SecuriD provided to the help desk technician identified on the ARL Form 73. Note that COR concurrence is required for reassignment of these tools within the company.

Reassignment information will be provided in the email notification.

d. Government driver's license and fuel card will be returned to Logistics.

e. Civilian ID Card/CAC, courier cards, secure area badge, security debriefing, Security Termination Statement, and vehicle decals will be returned to Intelligence/Security personnel identified on the ARL Form 73.

f. Schedule an appointment with the Safety Office 72 hours prior to your separation.

6. The Contractor Program/Project Manager will complete the following:

a. Collect laboratory notebooks for tum-in to COR no later than contract completion.

b. Key Control. Collect properly labeled keys (rooms, cabinets, tool boxes, etc.) for tum-in to COR-identified Key Control Officer not later than contract conclusion.

c. Electronic records. Ensure records are unencrypted for archiving.

d. Personal Space Inspection. Ensure area is debris-free and that property is properly stored.

e. On the last day of employment, ensure the employee has performed all clearance procedures identified in ARL Pam 690-54.

7. The COR or Government Technical Representative will:

a. Review Notification of Employee Clearance email to schedule any clearance activities.

b. Inform EIS point of contact for your directorate of scheduled departure so that the account can be disabled.

c. Ensure company identifies an individual to perform all activities identified in Contractor Program/Project Manager section above.

d. In those circumstances where the employee clearance is in conjunction with contract completion, be sure all COR functions associated with contract completion are performed.

8. Contracting Officer will:

Notify all' parties if employee clearance is part of contract completion and the date associated with contract completion has changed so that clearance efforts may be rescheduled.

9. Information Technology

a. Corporate-issued cellular phone, pager, and/or Blackberry will be turned in to the Hand Receipt Holder/Supervisor and cleared by the appropriate ARL office. Otherwise, the Technical Directorate/Office Administrative Officer will clear this section.

b. Upon separation, material borrowed from the Technical Library must be returned.

c. DSRC accounts cleared.

d. SECURlD turned in, if appropriate.

e. Telephone, voice mail, etc., will be removed as appropriate. Reset your voicemail password to the generic "standard" password prior to separation.

10. Logistics

Govemme~t driver's license/fuel cards are cleared for employees two days prior to departure.

11. Intelligence/Security

a. Civilian ID and CAC will be turned in and processed in accordance with existing security procedures.

b. At least two weeks in advance of separation, COMSEC/STE equipment will be cleared as appropriate.

c. Upon separation, courier cards are turned in.

d. Safe combinations/classified containers are reviewed and cleared, normally by administrative custodians at directorate/office level.

e. Security area badge will be turned in and processed in accordance with existing security procedures.

f. Employee is debriefed from all security clearances including SAP clearances, if appropriate.

g. A Security Termination Statement (DA Form 2962) is signed, certifying the employee's clearance on the date of departure and the nondisclosure of any classified information.

h. SAP debriefing is conducted and the employee will be cleared of any special program access, if appropriate.

i. Special Security Office/SCI - Security/Intel will determine if an employee is required to be cleared of this section.

j. Parking Permits (ALC and ARO employees only) will be turned in and processed in accordance with existing procedures.

k. Vehicle decals will be turned in and processed in accordance with existing host installation procedures. This does not apply to WSMR Employees.

12. Safety, Health, and Environment

a. Upon separation, ensure appropriate processing and clearance if the employee handled radioactive material.

b. Upon separation, ensure appropriate processing and clearance of all hazardous materials.

c. Employees are required to clear the Occupational Health Clinic at their host installation.

If an employee is on medical surveillance, an appointment should be scheduled two weeks prior to their last day to allow follow-up medical surveillance testing, if indicated.

APPENDIXE

U.S. ARMY RESEARCH LABORATORY (ARL)

HRED-STTC EMPLOYEE CLEARANCE STATEMENT

INSTRUCTIONS FOR COMPLETING ITEMS

Complete ARL Clearance Statement (ARL Form 73) as follows:

1. Complete top portion of form:

• Employee's name

• Organization

• Last day of duty: Enter effective date the last day of duty

• Type of separation. (i.e., retirement, resignation, etc.)

• Geographic location

• Help Desk ticket number for separation

• Employee forwarding address (at the bottom of ARL Form 73)

2. Complete items in accordance with the instructions below. Signatures are required for every line item. If a line item does not apply to the employee, enter "NA" in the appropriate column and sign. Clearing telephonically is acceptable; however, the point of contact clearing you by phone must send a digitally signed email stating that you have been cleared from their office.

The email will then be attached to your clearance sheet.

3. Departure Commencement

a. The ARL Form 73 provided and required actions briefed

b. Email notice of departure processing

c. Emergency contact roster deleted and collected

d. The PEO STRI PC - Process to acquire at new station

e. Telephone work order

f. TED

g. SFC Smith Center Policy Book collected

h. Organization chart

1. Phone roster, birthday list

j. STTC Outlook group

k. Distribution box removed; forwarding mail established

4. Graphics Section

a. Office name plate collected

b. Wallet-size call roster collected

5. Command Group Actions

Scheduled office call with the Human Research and Engineering Directorate (HRED) Simulation and Training Technology Center (STTC) Commander

6. Personnel Actions

a. Personnel Demo reports reviewed for completeness

b. The Young Men's Christian Association (YMCA) registration

c. OPM 71 transfer requirements

7. Resource Management

a. Resource Management actions verified

b. Government credit card (travel)

8. Supervisor's Office (Department of the Army Civilians Only)

a. All OPM 71 actions

b. Personnel Demo rating

9. The STTC Helpdesk (NCI Support Personnel)

Network access

10. Information Systems & Info Assurance (ISO)

a. Army Knowledge Online (AKO) account

b. CAC

c. Arniy Training and Certification Tracking System (ATCTS)

11. Property Accountability and Safety

a. Property

b. Sub-hand receipt

c. Property pass

12. Facility Management

Keys

13. Security

a. Joint Personnel Ajudication System (JP AS) hosting action

b. AKO account

c. Security debrief and CR 299 cleared

d. Navy Air Warfare Center-Training System Division (NAWC-TSD) badge

14. Final Stop

a. Clearance Sheet reviewed

b. Clearance Sheet filed

APPENDIXF

EMPLOYEE EXIT INTERVIEWS

1. All ARL employees are to have an exit interview with their immediate supervisor as a part of the clearance process. For those infrequent occasions in which the immediate supervisor and the departing employee are not at the same location (e.g., Field Elements), exit interviews may be conducted telephonically. To the extent that it is feasible, the Director of ARL will interview departing employees who hold Doctorate Degrees.

2. The purpose of the exit interview is to obtain candid feedback from departing employees regarding their employment experience, and the reasons for their departure from ARL. The employee's exit interview will not become a part of his or her official personnel folder.

3. Additionally, the employee's first- or second-line supervisor must provide his or her written assessment of the reason(s) for their employee's departure from ARL. If a departing employee declines to be interviewed, the supervisor should note this in his or her written assessment. This written assessment must be provided through the Directorate Director. Comments provided by both departing employees and supervisors/managers should be held in confidence and only provided to those parties with a need to know, as outlined in this policy memorandum.

4. This information will be provided on a monthly basis to the Civilian Human Resources Office to be used by.senior ARL management to aid in ensuring that ARL has and maintains a supportive, stimulating, and challenging work environment throughout the laboratory.

5. Each Directorate Director is responsible for ensuring that employee exit interviews are conducted, and that written feedback is provided to the Civilian Human Resources Office.

EMPLOYEE EXIT INTERVIEW

Office Name:

Length of Service at ARL:

The purpose of this interview is to obtain candid feedback from departing employees regarding their experience and the reasons for their departure.

1. How did you feel about your employment experience at ARL?

2. What are the reasons for departing ARL?

3. What would you suggest that ARL do better in the future?

4. What could ARL do to retain employees?

5. Anything else you would like to add?

Supervisor's written assessment of reasons for employee's departure:

Is/ Supervisor Signature Date

COORDINATION: