| 1 | Confirm with employee the anticipated date of official retirement. | Supervisor |
| 2 | Confirm with Employee Services (ES) and the Payroll and Support Services Department that the official retirement date is approved. | Supervisor |
| 3 | Coordinate with Deputy Director, Associate Director for Finance, or Chief Administrative Officer for scheduling of Executive Team members for attendance and presentation of awards. | Supervisor |
| 4 | Schedule Executive Team members to attend the ceremony. | Supervisor |
| 5 | Schedule the official ceremony based upon steps 1, 2, 3 and 4 above. | Supervisor |
| 6 | Secure a location for the official ceremony. Ensure availability of tables, chairs, audio-visual equipment and a public address system if required. | Supervisor |
| 7 | Notify all agency employees of the pending retirement and date of the ceremony. Include a reminder that attendance requires supervisor approval. Include information regarding voluntary contributions. | Division Director or Department Head |
| 8 | Coordinate with Deputy Director, Associate Director for, or Chief Administrative Officer for invitation announcements, RSVPs and cutoff date for RSVPs. | Supervisor |
| 9 | Coordinate with Deputy Director, Associate Director for Finance, or Chief Administrative Officer for funding (account number and amount limit). | Supervisor |
| 10 | Obtain from employee an invitation list for special guests including family members and other retirees. | Supervisor |
| 11 | Coordinate final attendance numbers with Deputy Director, Associate Director for Finance, or Chief Administrative Officer after RSVP cutoff date. | Supervisor |
| 12 | Confirm ceremony site reservation and adequacy of tables, chairs, etc., based on attendance numbers. | Supervisor |
| 13 | Coordinate with ES for purchase and delivery of the retirement award for employees with 10-19 years of service. | Supervisor |
| 14 | Coordinate with division director, department head and Deputy Director, Associate Director for Finance, or Chief Administrative Officer on the selection and purchase of retirement award for employees with 20 or more years of service. For awards costing more than $400, obtain approval from Director. | Supervisor |
| 15 | Arrange for a clean-up committee to set up and put away items for the function. | Supervisor |
| 16 | Prepare the agenda for the official ceremony. | Supervisor |
| 17 | Prepare an inclement weather plan if any part of the ceremony will be conducted outdoors. | Supervisor |
| 18 | Consider a parking plan if attendance will exceed parking lot capacity. | Supervisor |
| 19 | Set up and test audio-visual equipment and public address systems prior to the ceremony. | Supervisor |
| 20 | Brief Executive Team members on ceremony agenda upon their arrival. Conduct introductions to special guests and family members. | Supervisor |
| 21 | Conduct the ceremony. | Supervisor |
| 22 | Cleanup the facility. | Clean-up Committee |
| 23 | Send thank you notes to any deserving personnel or organizations that assisted in the event. | Supervisor |