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:

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
Send an email to your employee
  • Send an email to your employee and ask for an update on their work. If there is any remaining work, determine who it should be transferred to.
 
Schedule meetings with your employee
  • Schedule a meeting with your employee to provide their performance feedback (link accessible only on the National Defence network). At the same meeting, take the time to ask if they have any feedback about their work experience (i.e. the team, the workload, lessons learned and knowledge gained from their work experience, etc.) at DND.
  • Schedule a meeting on your employee’s last day of work in order to get a final update on any remaining files, documents or projects that they have been working on.
 
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).
  • Provide your employee with your organization’s Out-Clearance form, ensure that it gets completed (with your help) and returns 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 help your employee arrange for this in advance by selecting the “required by” date and inputting the last day of your employee’s employment with DND.
  • For those employees who are returning a credit card: You or your employee must contact your Comptroller to establish a return date and method for returning their credit card.
  • For those employees who are returning a DND issued USB Key: You or your employee must contact your L1 IT Security group to establish a return date and method for returning their USB Key.
 

Ensure your employee has requested a copy of 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).

  • 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).
  • Ensure your employee has completed all of the Information Management tasks (link accessible only on the National Defence network) that have been outlined for departing employees and that they have contacted your organization’s Information Management Officer (link accessible only on the National Defence network) and Information Administrator to request a copy of your organization’s Information Management and/or Repository Out-Clearance form (each L1 might have a different name for the form).
  • Unfortunately, personnel can depart unexpectedly. If this is the case, you are required as a manager to follow the steps outlined in Information Management Departing Personnel Checklist for Managers (Unanticipated) (link accessible only on the National Defence network). This will ensure their information assets are retained properly.
 

Ensure your employee’s leave is up to date

  • Ensure all paid leave requests have been approved in HRMS, and leave without pay requests have been submitted through HRSS on a Pay Action Request (PAR) for the Pay Centre to process.
  • For those employees who are transferring to another federal department: Ensure the employee’s new Letter of Offer is submitted through HRSS on a Pay Action Request (PAR) to the Pay Centre.
  • For those employees who are retiring or resigning: A retirement form/notice of resignation is required. Ensure the appropriate Pay Action Request (PAR) is submitted through HRSS with the appropriate form/notice attached.
 
Ensure your employee has developed SOPs
  • Ensure that your employee has scheduled a meeting and established some Standard Operating Procedures (SOPs) and training to help transfer their work and files over to you and/or their replacement.
 
Verify if your employee is entitled to an award  
* 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
Send an email to your employee
  • Ask for updates on:
    • any remaining files, documents or projects they have been working on;
    • their progress with your organization’s Out-Clearance form, as well as the Information Management and/or Repository Out-Clearance form; and
    • their progress with the development of their SOPs.
 

Encourage your employee to update their resume

  • Encourage your employee to update their resume with their accomplishments and any training they completed during their time at DND.
 

* 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

Meet with your employee

  • Schedule a final meeting with your employee to get any final updates on any remaining files, documents or projects they have been working on. We strongly recommend that you conduct your final meeting via video conference if face-to-face isn’t possible.
  • Discuss the points below and confirm that everything has been completed.
 
Confirm that your employee has completed and returned everything in the Out-Clearance form and the Information Management and/or Repository Out-Clearance form
  • Confirm that your employee has returned their:
    • 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, combinations) to you or the individual identified in your organization’s Out-Clearance form.
  • Confirm that they have activated an out-of-office message with the contact information of their replacement.
 
Ensure your employee’s leave is up to date
  • Ensure that you have approved all of your employee’s leave and/or leave without pay requests.
 

Enter your employee’s performance feedback in the PSPM App

  • Enter their performance feedback and release them in the PSPM App (link accessible only on the National Defence network).
 

Ensure your employee’s personal items have been removed from their  workspace

  • Ensure all of your employee’s personal items have been removed from their personal workspace.
 

Confirm that your employee’s accounts have been deactivated

  • Confirm that the following accounts for your employee have been deactivated (via an Assyst ticket):
    • Email account(s) / DWAN access
    • HRMS access
    • NSL access
    • Access to Shared Drives, SharePoint, GC Docs, etc.
 

Refer your employee to HR Connect RH for any remaining HR questions or issues

  • If your employee has any remaining HR related questions, refer them to 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 as a manager, 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.

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