HR toolkit

The HR Partners Group offers university management and employees practical, innovative HR solutions that best align with the needs of the departments we serve. We offer consultation and advisement on a variety of topics.

The HR Toolkit is meant to help ASU administrative staff and employees consistently understand our policies and procedures as they apply to classified employees, university staff and non-faculty administrators. The HR Toolkit is a resource for action and reason codes, sample letters, checklists and forms. If you have an employee leaving the university, voluntarily or for another reason, see our termination and separation checklists below to ensure a smooth transition. 

The HR Toolkit does not replace the Staff Personnel Policies and Procedures Manual or a consultation with an HR partner team member.

HR action and reason codes

Use the HR action and reason codes for transactions in PeopleSoft. Codes are listed by categories. If a transaction entered into a personnel transaction request does not meet the definitions below, the codes will default to action and reason codes based on PTR rules.

Sample letters and checklist 

Hiring managers and supervisors can use these tools to assist with hiring, promotions and separation communications.

Use these templates for salary adjustments and staff promotions. See your OHR partner for the university staff promotion templates.  

These correspondence letters are auto-generated for all staff and student hires through Kenexa BrassRing. 


Non-selection letters

See your OHR partner for these templates. 

  • Applicant 
  • Interviewee

Use these additional resources for new employees and separation from ASU. 

Resignation or termination

Termination and separation checklists

The information contained in the checklists below will walk departments through the termination and separation process.

Ask and seek answers to these following process questions.

Communications plan 

  1. Are there university or community contacts who should have new office contact?
  2. How will the university or community contacts be informed?
  3. When will staff be told the employee is leaving? 
  4. What staff will receive this message?
  5. What is in the message — last day, how duties will be distributed, etc.?
  6. Who will send or deliver the message?
  7. How will it be conveyed — email, individual meetings, in a department meeting, etc.?
  8. Are there any specifications to give the exiting employee future contact with the office, staff or university?

Electronic files 

  1. Are there computer accounts, drives or files that should remain with the department?
  2. Does the IT department need to backup appropriate documents or servers before the employee's termination date?

Note: Departing employees should not take university records with them without permission from their supervisor. Contact OHR Partners for guidance if you are unsure whether permission may be given.

Exit strategy 

  1. Will the employee take their personal belongings when they leave or will other arrangements for pickup be made?
  2. What accommodations will be made, if any?
  3. When, where and to whom will the employee return university property?


  1. Will the department provide a reference? If yes, who will initiate it? Refer to SPP 1104: Job Reference, ACD 814, regarding employee references.
  2. Who will coordinate sending the employee's file to OHR? Refer to SPP 1101: Personnel Records for more information.

Reassignment of duties  

  1. Are there outstanding projects to be completed or ongoing tasks to assign to another employee?
  2. Who should take over the ongoing tasks?
  3. Who will tell affected employees about the reassignments? How and when will this happen?
  4. How much time is needed to transition responsibilities?
  5. Will the employee be relieved of his or her duties immediately or will he or she continue in their role? For how long?
  6. Do any current duties need to be shifted to accommodate employees who are taking on additional work?