DND Offboarding Checklist for Students and their Managers

What is offboarding?

Offboarding is the separation process between a student and their organization. Whether your work term is ending or you have accepted a new position at another federal organization, you must complete this offboarding checklist. 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:

For students

For managers

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).

Student Offboarding Tasks

Two Weeks Before You Leave…

Please be sure to complete the following offboarding tasks at least 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 confirm your last day of work, provide them with any updates on any remaining files, documents or projects that you have been working on. If there is any remaining work, ask your manager 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 to discuss your work experience at DND and any interest you may have in returning for another work term or a possible career at DND post-graduation.
  • Schedule another meeting with your manager on 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 students 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 students 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.
 
Develop SOPs for your job
  • Ask your manager if it would be helpful to develop some Standard Operating Procedures (SOPs) that your replacement and/or your team could use after you leave.
 

Complete the TBS’ Student Exit Survey
(Summer Students only)

  • Complete the Treasury Board of Canada Secretariat’s (TBS) Student Exit Survey. You will receive an email with the survey link by mid-August from the National Civilian Welcome and Integration Team (NCWIT). If you do not receive the link prior to your departure, please contact the NCWIT by e-mail.
 
* Please note that some of these offboarding tasks may not apply to you depending on your job and/or work location.

Student Offboarding Tasks

One Week Before You Leave…

Please be sure to complete the following offboarding tasks at least 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 Information Management and/or Repository Out-Clearance form; and
    • the development of your SOPs.
 
Schedule meetings
  • Schedule a meeting with your L1 USS and your L1 Information Management Officer (note: each L1 might have a different name for this position) to hand over all of the items listed in the Out-Clearance form and the Information Management and/or Repository Out-Clearance form.
 
Ensure your leave balances are up to date
  • Ensure all leave/leave without pay requests have been submitted to your manager for approval or submitted through HRSS 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. Ask a colleague review it and give you some feedback.
 
Register for DND job opportunities
  • Register as a student in the DND Careers feature on the HR Go RH app. The HR Go RH app is available to download from the App Store and Google Play. Once you are in the HR Go RH app, go to DND Careers and create a student profile. Answer some quick and easy questions in the ‘My Profile’ and ‘My Qualifications’ tabs. If you are a match for a student opportunity, a DND hiring manager will connect with you.
  • Register to the DND self-referral inventory for future student bridging opportunities by sending your cover letter and resume to the National Staffing Programs Team.
 
Register for Public Service job opportunities
  • Visit the GC Jobs website to browse all of the government job opportunities that are open to the public. By creating a GC Jobs account, you will be able to sign up for email alerts and job notifications.
  • Update your GCcollab profile if you are interested in being rehired as a student or starting a career with the federal government. The GCcollab Career Marketplace Student Integration inventory is a talent sourcing and networking tool that supports students seeking job opportunities within the public service. You can access GCcollab from anywhere! The GCcollab app is available to download from the App Store and Google Play.
 
* Please note that some of these offboarding tasks may not apply to you depending on your job and/or work location.

Student 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.
  • 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 Information Management and/or 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 are 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 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.
 
Send an email to your team and manager  
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.

Manager Offboarding Tasks

Two Weeks Before Your Student Leaves…

Please be sure to complete the following offboarding tasks at least two weeks before your student leaves DND*:

Objective Information Completed
Send an email to your student
  • Send an email to your student 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 student
  • Schedule a meeting with your student to discuss their work experience and overall performance. 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 this student contract, etc.).
  • Schedule a meeting on your student’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 student 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 student 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 students who are returning a laptop, tablet, blackberry or cell phone:These items must be returned via an Assyst ticket. Your student can arrange for this in advance by selecting the “required by” date and inputting the last day of their employment with DND.
    • For those students who are returning a DND issued USB Key(s): Your student must contact your L1 IT Security group to establish a return date and method for returning their USB Key(s).
 
Ensure your student 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).
  • Ensure your student has contacted your organization’s Information Management Officer 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.
 
Encourage your student to develop SOPs for their job
  • Ensure that your student 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 if required.
 

Verify that your student has completed the TBS’ Student Exit Survey
(Summer Students only)

  • Encourage your student to complete the Treasury Board of Canada Secretariat’s (TBS) Student Exit Survey. Your student will receive an email with the survey link by mid-August from the National Civilian Welcome and Integration Team (NCWIT). If they don’t receive the link prior to their departure, please contact the NCWIT by e-mail.
 
* 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 Student Leaves…

Please be sure to complete the following offboarding tasks at least one week before your student leaves DND*:

Objective Information Completed
Send an email to your student
  • Ask for updates on:
    • any remaining files, documents or projects they have been working on;
    • the meetings that they have scheduled with their L1 USS and their L1 Information Management Officer to hand over all of the items listed in the Out-Clearance form and the Information Management and/or Repository Out-Clearance form;
    • their progress with your organization’s Out-Clearance form, as well as your organization’s Information Management and/or Repository Out-Clearance form; and
    • their progress with the development of their SOPs.
 

Ensure your student’s leave balances are up to date

  • Ensure all leave/leave without pay requests have been approved or submitted through HRSS on a PAR for the Pay Centre to process.
 
Encourage your student to update their resume
  • Encourage your student to update their resume with their accomplishments and any training they completed during their time at DND.
 

Encourage your student to apply to the various Government of Canada job sites

  • If your student is interested in being rehired as a student or starting a career with DND or another federal organization, verify that they have:
    • updated their GCcollab profile;
    • registered as a student in the DND Careers feature on the HR Go RH app;
    • registered to the DND self-referral inventory for future student bridging opportunities by sending their cover letter and resume to the National Staffing Programs Team; and
    • visited the GC Jobs website to browse all of the government job opportunities that are open to the public.
 

* 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 Student’s Last Day of Employment with DND…

Please be sure to complete the following offboarding tasks*:

Objective Information Completed

Meet with your student

  • Schedule a final meeting with your student 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 student has  completed and returned everything in the Out-Clearance form and the Information Management
and/or Repository Out-Clearance form
  • Confirm that your student 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 email and voicemail message with the contact information of their replacement.
 

Ensure your student’s leave balances are up to date

  • Ensure that you have approved all of your student’s leave and/or leave without pay requests.
 

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

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

Confirm that your student’s accounts have been deactivated

  • It is your responsibility as a manager to confirm that the following accounts have been deactivated (via an Assyst ticket) for your student:
    • Email account(s) / DWAN access;
    • HRMS access;
    • National Staffing Log (NSL) access; and
    • Access to Shared Drives, SharePoint, GC Docs, etc.
 

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

  • If your student 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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