DND Offboarding Checklist for Managers of Civilian Employees
What is offboarding?
Employee offboarding is the separation process between an employee and their organization. Whether your employee’s contract is ending, they’ve accepted a new position at a different federal institution or they’ve decided to retire, they must complete the DND Offboarding Checklist for Civilian Employees. Please share this document with your employee so that they can complete all of the outlined offboarding tasks.
As a manager, you are required to complete the following checklist in order to ensure that your employee has a smooth departure from the Defence Team. As a manager, part of your responsibility is to ensure that all DND assets are returned to DND. The checklists below outline the tasks that you and your employee must complete within a two week timeframe. The checklists have been broken down into the following formats:
- Manager Offboarding Tasks: Two Weeks Before Your Employee Leaves
- Manager Offboarding Tasks: One Week Before Your Employee Leaves
- Manager Offboarding Tasks: On Your Employee’s Last Day of Employment with DND
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).
Manager Offboarding Tasks
Two Weeks Before Your Employee Leaves…
Please be sure to complete the following offboarding tasks two weeks before your employee leaves DND*:
Objective | Information | Completed |
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Send an email to your employee |
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Schedule meetings with your employee |
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Provide your employee with 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). |
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Ensure your employee has requested a copy of your organization’s Information Management and/or Repository Out-Clearance form |
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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). |
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Ensure your employee’s leave is up to date |
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Ensure your employee has developed SOPs |
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Verify if your employee is entitled to an award |
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* Please note that some of these offboarding tasks may not apply to you depending on your job and/or work location. |
Manager Offboarding Tasks
One Week Before Your Employee Leaves…
Please be sure to complete the following offboarding tasks one week before your employee leaves DND*:
Objective | Information | Completed |
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Send an email to your employee |
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Encourage your employee to update their resume |
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* Please note that some of these offboarding tasks may not apply to you depending on your job and/or work location. |
Manager Offboarding Tasks
On Your Employee’s Last Day of Employment with DND…
On your employee’s last day with DND, please be sure to complete the following offboarding tasks*:
Objective | Information | Completed |
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Meet with your employee |
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Confirm that your employee has completed and returned everything in the Out-Clearance form and the Information Management and/or Repository Out-Clearance form |
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Ensure your employee’s leave is up to date |
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Enter your employee’s performance feedback in the PSPM App |
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Ensure your employee’s personal items have been removed from their workspace |
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Confirm that your employee’s accounts have been deactivated |
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Refer your employee to HR Connect RH for any remaining HR questions or issues |
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Provide offboarding feedback to the NCWIT |
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* Please note that some of these offboarding tasks may not apply to you depending on your job and/or work location. |
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