Resignation/Termination Guidelines

Resignation/Termination Guidelines

TERMINATION GUIDELINES O&O STORE MANAGER TRAINING TERMINATION GUIDELINES An internal team of cross-functional partners worked together to improve the resignation/termination process and create an official guideline. With this new guideline, there will be a change in our current process. The change will require the Store Manager to be responsible for notification and communication regarding when any employee is separating from the business. If the store does not have a Store Manager, the District Manager is responsible. The reason for the change in process is to ensure that all terminations are processed promptly and correctly, and that all access is removed as soon as possible. The new process will go into effect on August 27, 2018. 2

1/16/20 TERMINATION GUIDELINES CONTENT The content of the guidelines is the following: Definition guide Instructions per position Business partner responsibilities Termination email template 3 1/16/20 DEFINITION GUIDE 4

1/16/20 INSTRUCTIONS PER POSITION The guidelines should be applied based on the position and termination type. Please refer to the Termination Process Guidelines for full details. Instructions provided for the following: 5 Voluntary Resignation of Part-Time Non-Management employee Involuntary Separation or Job Abandonment of Part-Time Non-Management employee Voluntary Resignation of Full-Time Employee, Managers & Keyholders

Involuntary Separation or Job Abandonment of Full-Time Employee, Managers & Keyholders 1/16/20 SM RESPONSIBILITY VOLUNTARY TERM OF PT SA When a part-time non-management employee involuntarily separates or abandons their job, the SM should complete the following within 24-48 hours of termination notification: Request a resignation letter if one has not been provided Complete a PAF Submit PAF through HR Zendesk

Mail Employee File to HR (after multiple files have been collected) Deactivate LINK account Reset Social Media passwords Send Facebook reset request to Tori Kokosko 6 1/16/20 SM RESPONSIBILITY INVOLUNTARY TERM OF PT SA When a part-time non-management employee involuntarily separates or abandons their job, the SM should complete the following within 24-48 hours of termination notification:

Partner with DM & HR Generalist to obtain prior approval before dismissing an employee Complete a PAF Submit PAF through HR Zendesk Mail Employee File to HR (after multiple files have been collected) Deactivate LINK account Reset Social Media passwords Send Facebook reset request to Tori Kokosko 7 1/16/20 SM RESPONSIBILITY VOLUNTARY RESIGNATION FT, MANAGERS & KEYHOLDERS When a full-time employee, management or keyholder employee voluntarily resigns, the SM should complete the following within 24-48 hours of resignation notification:

8

Request a resignation letter if one has not been provided Notify District Manager and HR Generalist Send O&O Resignation Alert email, copy District Manager and HR Generalist, and begin completing the Termination Checklist Organize a call with Loss Prevention Manager (Garry Rhodes), SM and DM to discuss: Ordering a new lock/key Changing the safe combination Changing the Alarm Code Deactivate LINK Training Account Change Store Outlook account password Change Apple ID password Reset Store Cloud password Coordinate and communicate with those on the O&O Resignation Alert to complete the Termination Checklist Complete a PAF Submit PAF and resignation letter through HR Zendesk Collect Store front/back door keys (on employees last day) Mail Employee File with completed Termination Checklist (after multiple files have been collected)

1/16/20 SM RESPONSIBILITY INVOLUNTARY SEPARATION OF FT, MANAGER & KEYHOLDERS When a full-time employee, management or keyholder employee involuntarily separates or abandons their job, the SM should complete the following within 24-48 hours of termination: Partner with DM & HR Generalist to obtain prior approval before dismissing an employee Collect Store front/back door keys (if possible) Send O&O Resignation Alert email, copy District Manager and HR Generalist, and begin completing the Termination Checklist Organize a call with Loss Prevention Manager (Garry Rhodes), SM and DM to discuss:

9 Ordering a new lock/key Changing the safe combination Changing the Alarm Code Deactivate LINK Training Account Change Store Outlook account password Change Apple ID password Reset store Cloud password Coordinate and communicate with those on the O&O Resignation Alert to complete the Termination Checklist Complete a PAF Submit PAF through HR Zendesk

Mail Employee File with completed Termination Checklist (after multiple files have been collected) 1/16/20 SM RESPONSIBILITY WITH EMPLOYEE FILES When an employee exits PANDORA, whether voluntarily or involuntarily, the Employee File, with a completed Termination Checklist, must be mailed via UPS to HR. Please note that files may be sent when multiple have been collected. Please send to the following address: PANDORA Attention: O&O Human Resources 16th FL 250 W. Pratt Street Baltimore, MD 21201 10 1/16/20

STORE MANAGER RESOURCES Step 1 Open Zendesk on desktop 11 1/16/20 Step 2 Select HR O&O icon STORE MANAGER RESOURCES Step 3 - Select HR Documents 12

1/16/20 STORE MANAGER RESOURCES Step 4 - Select US O&O Termination Email Template 13 1/16/20 STORE MANAGER RESOURCES Step 5 - Select the attached email template to request the termination Step 6 - Selecting this will create the email template for you 14 1/16/20

TERMINATION EMAIL O&O Stores Termination Email Template The termination email should be sent within 24-48 hours of termination notification for voluntary resignations, job abandonment and involuntary separation of Full-Time, Key Holder and Management employees. *Mark as High Importance* From: Store Manager/District Manager To: [email protected] Cc: District Manager, HR Generalist Subject Line: O&O Termination Request Hello, *Employee Name* last day is on X; Please terminate all system access by Xpm EST on X-day. Employee Name (as appears in UltiPro): Employee Title: Store Name: Manager Name: District Manager: Employee KWI Log-In Name:

Please follow the termination instructions and reply back to myself and *District Manager Name* when completed. Thank you **PLEASE ENSURE YOU FILL IN THE TEMPLATE WITH YOUR EXITING EMPLOYEES INFORMATION** 15 1/16/20 BUSINESS PARTNER RESPONSIBILITIES IT-ServiceDesk Deactivate employee email address Deactivate KWI account Jennette Kennedy & Mildred Dickerson - ShopperTrak Deactivate ShopperTrak account Deactivate Synchrony password Accounting: Cancel Corporate credit card and notify DM/SM of un-expensed or final

charges Provide a date of when the Concur account will be deactivated Kathy Rawlett Reset Coin Order Password; Update the POC for banking Loss Prevention Garry Rhodes, Brett Back and Nicole Piccione Order a new lock/key Change safe combination Change alarm code Change back door key pad code Store Manager/District Manager: Change/Request change of Store outlook email password Collect store front/back door keys Deactivate LINK Training account Submit PAF and resignation letter (if applicable) to HR ZenDesk Reset Cloud Password Complete Termination Checklist Mail Employee File to US office 16

1/16/20 Operations: Remove access from SharePoint Update store contact list (if applicable) Reset passwords for the following accounts: UPS and WB Mason HR Generalist Conduct/Send Exit Interview Marketing Claudia DeVivo & Tori Kokosko Change Instagram password Remove user from Facebook O&O TERMINATION CHECKLIST 17

1/16/20

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