DND Offboarding Checklist for Civilian Employees

What is offboarding?

Employee offboarding is the separation process between an employee and their organization. Whether your contract is ending, you have accepted a new position at another federal organization or you’ve decided to retire, you must complete the DND Offboarding Checklist for Civilian Employees. This checklist outlines the tasks that you and your manager must complete within a two week timeframe. The checklists have been broken down into the following formats:

There is also the DND Offboarding Checklist for Managers of Civilian Employees to help managers understand the offboarding process and tasks that they need to complete in order to successfully offboard their civilian employee(s). Please share this document with your manager in order to ensure a smooth departure from the Defence Team. 

If you have any questions or feedback regarding this checklist or any general offboarding questions, please contact the National Civilian Welcome and Integration Team (NCWIT).

Employee Offboarding Tasks

Two Weeks Before You Leave…

Please be sure to complete the following offboarding tasks two weeks before leaving DND*:

Objective Information Completed
Send an email to your manager
  • Send an email to your manager and/or direct supervisor to provide them with any updates on any remaining files, documents or projects that you have been working on. If there is any remaining work, determine who it should be transferred to.
 
Schedule meetings
  • Schedule a meeting with the individual that your work has been reassigned to in order to provide them with the necessary information, updates and access to any files, documents and/or projects you have been working on.
  • Schedule a meeting with your manager (if they haven’t already done so) to receive your performance feedback (link accessible only on the National Defence network). At the same meeting, take the time to provide feedback on your work experience to help improve the future experiences of employees within your organization.
  • Schedule another meeting with your manager for your last day of work to have a final discussion on any remaining files, documents or projects that you have been working on.   
 

Complete your organization’s Out-Clearance form
(This form details what needs to be returned (e.g., DND building pass, DND identification card, laptops, cell phones, etc.) before leaving DND).

  • Ask your manager about your organization’s Out-Clearance form. If they have one, be sure to complete it (with help from your manager and/or direct supervisor) and return it to your organization’s Unit Security Supervisor (USS).
    • For those employees who are returning a laptop, tablet, blackberry or cell phone: These items must be returned via an Assyst ticket. You can arrange for this in advance by selecting the “required by” date and inputting the last day of your employment with DND.  
    • For those employees who are returning a credit card: You must contact your Comptroller to establish a return date and method for returning your credit card.
    • For those employees who are returning a DND issued USB Key: You must contact your L1 IT Security group to establish a return date and method for returning your USB Key.
 
Complete your organization’s Information Management  and/or Repository Out-Clearance form
(These forms detail what needs to be done with any saved digital files (on email, GCDocs, etc.) and any paper files before leaving DND).
  • Contact your organization’s Information Management Officer to let them know that you will be leaving DND and to request your organization’s Information Management and/or Repository Out-Clearance form (each L1 might have a different name for the form). At a minimum, you will need to:
    • Transfer your information assets from all repositories, devices, systems, and emails to a managed repository;
    • Ensure your manager has access or permissions to your information assets;
    • Hand over your paper information assets (ex. notebooks, pictures, etc.);
    • Hand over your transitory information that is required to continue business; and
    • Delete your transitory information from all devices.
 

Review the Public Service Group Insurance Benefit Plans

  • Review the Public Service group insurance benefit plans Life Events website to check how your departure from DND will affect your benefits. 
 
Review your leave balances
  • Review your leave balances (link accessible only on the National Defence network). Please remember that vacation leave is advanced and you’re only entitled to vacation credits for those months you have earned 10 days’ pay. Any overused vacation and sick leave will be recovered upon termination.
    • For those employees who are retiring or resigning ONLY: Complete the Notice of Resignation/Retirement form (which can be found on the Defence Forms Catalogue (DND Form 1346). A Transfer Out occurs when a term or indeterminate employee accepts a new position with another government department (outside of DND). 
 

Develop SOPs for your job

  • Start to develop some Standard Operating Procedures (SOPs) for your manager, your replacement and/or your team to use. 
 
* Please note that some of these offboarding tasks may not apply to you depending on your job and/or work location.

Employee Offboarding Tasks

One Week Before You Leave…

Please be sure to complete the following offboarding tasks one week before leaving DND*:

Objective Information Completed
Send an email to your manager
  • Provide them with an update on:
    • any remaining files, documents or projects that you have been working on;
    • your progress with the Out-Clearance form, as well as the Repository Out-Clearance form; and
    • the development of your SOPs. 
 

Ensure your leave is up to date

  • Ensure all leave/leave without pay requests have been submitted to your manager for approval or submitted through Human Resources Services and Support (HRSS - link accessible only on the National Defence network) on a PAR for the Pay Centre to process.
 
Update your resume
  • Update your resume by adding your accomplishments and any training you’ve completed during your time at DND.
 

* Please note that some of these offboarding tasks may not apply to you depending on your job and/or work location.

Employee Offboarding Tasks

Your Last Day of Employment with DND…

On your last day with DND, please be sure to complete the following offboarding tasks*:

Objective Information Completed

Meet with your manager

  • Provide a final update to your manager on any remaining files, documents or projects that you have been working on. We strongly recommend that you conduct this final meeting via video conference. 
  • If you are transferring to a different federal government department, ensure that your manager releases you in the PSPM App (link accessible only on the National Defence network).
  • Share your SOPs with your manager, your replacement and/or your team.
  • Discuss the points below and confirm that everything has been completed. 
 
Confirm that you have completed and returned everything that’s outlined in the Out-Clearance form and the Repository Out-Clearance form
  • Ensure you have returned your:
    • DND building pass;
    • DND identification card;
    • PKI card;
    • Laptop and/or tablet;
    • Blackberry or Smart phones;
    • Credit card;
    • Parking pass; and
    • DND materials and workstation equipment (USB keys, locks, keys) to your manager and/or direct supervisor or to the individual identified in your organization’s Out-Clearance form.
 

Ensure your leave balances is up to date

  • Ensure that your leave/leave without pay requests have all been approved. Once in the system, be sure to print a My Leave Report from Leave Self-Service (link accessible only on the National Defence network) to ensure you have a copy of your leave balances.
 

Set up an out of office message on your email and voicemail

  • Set up an out-of-office message on your email and voicemail (alternatively you can log out of your phone) to notify every one of your departure from DND, as well as who can be contacted in your absence.
 

Clean out your workspace

  • Ensure all of your personal items have been removed from your workspace.
 

Contact HR Connect RH for any remaining HR questions or issues

  • If you have any remaining HR related questions, contact HR Connect RH (link accessible only on the National Defence network) at 1-833-RHR-MDND (1-833-747-6363).  
 
Provide offboarding feedback to the NCWIT
  • If you have any feedback regarding your offboarding experience, send an email to the NCWIT.
 

* Please note that some of these offboarding tasks may not apply to you depending on your job and/or work location.

Back to top

Report a problem or mistake on this page
Please select all that apply:

Thank you for your help!

You will not receive a reply. For enquiries, contact us.

Date modified: