Student and Manager Offboarding Checklist for the Department of National Defence (DND)

Student offboarding responsibilities:

Two weeks before your student contract ends:

• 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.
• Provide your manager with updates on any remaining files, documents or projects that you were working on.  If there is any remaining work, determine who it should be transferred to.
• Provide feedback to your manager on your work experience to help improve the future experiences of students within your organization.
• Schedule a meeting to discuss your work experience at DND with your manager and any interest you may have in returning to work the following semester.
• Update your resume by adding your accomplishments and the training you completed during your time at DND. Ask a colleague review it and give you some feedback.
• 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 also available to download from the App Store and Google Play.

One week before your student contract ends:

• Continue to provide your manager with updates on any remaining files, documents or projects that you were working on. 
• Ensure all leave/leave without pay requests have been submitted to your manager for approval.
• 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 return it to your organization’s Unit Security Supervisor (USS).

On your last day of employment:

• Provide a final update to your manager on any remaining files, documents or projects that you were working on. We strongly recommend that you conduct this final meeting via video conference. 
• Ensure you have returned your DND building pass along with any other DND materials and/or resources (i.e. laptop, phone, keys, permits, USB keys, combination locks, uniform, tools, etc.) to your manager/supervisor or to the individual and/or team identified in your organization’s Out-Clearance Form.
• On your last day of work, send a message to your team and manager to thank them for your work experience at DND and provide them with your contact information for any future job opportunities. For the message, use the Thank You Letter Template for Employment found in Annex A of this document and the Farewell Letter Template to Team from Annex B.
• If you have any remaining HR related questions about your student contract, please contact HR Connect RH at 1-833-RHR-MDND (1-833-747-6363). 

Manager or direct supervisor offboarding responsibilities:

Two weeks before your student leaves be sure to:

• Remind your student to complete the TBS Student Exit Survey. Your student should receive an email with the survey link from the NCWIT by mid-August. If they do not receive the survey prior to their departure, please contact the NCWIT by e-mail.
• Send an email to your student and ask for any updates on any remaining documents or projects they have been working on. If there is any remaining work, determine who it should be transferred to.
• Schedule a meeting with your student to discuss their work experience and their 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.).
• Encourage your student to update their resume with their accomplishments and any training they completed during their time at DND.  
• Remind your student to update their GCcollab profile if they are interested in being rehired as a student or starting a career with the federal government.

One week before your student leaves be sure to:

• Send a follow-up email to your student to ask for any updates on any remaining documents or projects they have been working on. 
HRSS PAR
• Provide your student with your organization’s Out-Clearance form, ensure that your student completes it (with your help) and returns it to your organization’s Unit Security Supervisor (USS).

On your student’s last day of employment be sure to:

• Schedule a final meeting with your student to ask for any final updates on any remaining documents or projects they have been working on. We strongly recommend that you conduct your final meeting via video conference. 
• Confirm that they have returned their DND building pass along with any other DND materials and equipment to you or to the individual identified in your organization’s Out-Clearance form.
• Confirm that their email account and all other accounts have all been deactivated.
• Thank them for their time at DND.
• Let your student know that if they have any remaining HR related questions about their contract, they should contact HR Connect RH at 1-833-RHR-MDND (1-833-747-6363).