Offboarding

Overview

This page provides information and resources on Carleton’s Offboarding program for managers, leaders, and employees.

The offboarding process serves as a structured and strategic approach to transitioning an employee out of Carleton University. Its primary purpose is to ensure a smooth and respectful departure that protects the interests of both the employee and the organization. This process includes key steps such as knowledge transfer, revocation of access to systems, and return of organizational property. By handling these elements in a coordinated manner, Carleton can maintain security, comply with legal requirements, and minimize operational disruption.

Please review our Offboarding Checklist and Knowledge Capture and Transfer Worksheet  to assist you.

Loading…

No file posts are available.

Knowledge Capture and Transfer

Offboarding Checklist

Offboarding Timeline

Upon Notification of Departure

**Timelines are designed for those retiring and may need to be accelerated depending on the length of time between notification and departure date.

Shared Responsibility – Employee/Manager

Initiate Knowledge Creation and Transfer Worksheet

1. Develop a plan to document critical knowledge, skills, and responsibilities
   • Transition plan and handover duties
   • Who will take on these responsibilities?
   • What training is required?
2. Create a centralized knowledge repository for documentation within MSTeams
   • Update or create current documentation
3. Review of System Access (i.e. Financial Systems, Banner)
   • Store for future reference
   • Contact ITS or Financial Systems (as required)
4. Commence Administrative Access Changes
   • Identify any administrative access (i.e. subscriptions, social media, software, Teams sites, Jira groups, shared mailboxes, Outlook groups)
   • Transfer administrative rights, change passwords, transfer desktop phone
   • Contact ITS (as required)

Initiate Records Management – the transfer of information, data, and files

1. Review Records Management Offboarding Checklist
2. Contact Records Management for assistance

Review of Employee-held Carleton Equipment

1. Identify what needs to be returned
2. Types of equipment for consideration: Computer, laptop, keyboard, mouse, headsets, monitors, web cam, uniforms

Management Responsibilities

1. Contact ITS if approving cell phone and/or cell phone line transfer to employee

One Month Before Departure Date

Employee Responsibilities

1. Submit annual leave requests
2. Stop using Pcard, ECard, and Amex
3. Reconcile PCard, ECard, and Amex transactions
4. Approve any outstanding requests (as required)
5. Remove personal information form laptop and phone
   • *This information will not be available after your departure.
6. Review Records Management Offboarding Checklist
   • Transfer information, data, and records
7. Provide status updates to your manager

*Additional Resources: https://carleton.ca/procurement/pcard-procedures/

Management Responsibilities

1. Complete Confirmation of Leave Balances Report and submit to Payroll
2. Review progress on knowledge transfer and records management
3. Approve reconciled outstanding PCard, ECard, and Amex transactions
4. Approve expenses from Concur

Two Weeks Before Departure Date

Employee Responsibilities

1. Contact ITS for cell phone transfer (if applicable)
2. Provide your manager with an updated on your progress on knowledge transfer and records management.

Management Responsibilities

1. Review progress on knowledge transfer and records management
2. Check-in with team on transition of duties (as required)

One Week Before Departure Date

Employee Responsibility

1. Complete transfer of personal information and files from work computer/cell phone to personal systems

Management Responsibilities

1. Formal hand over and review of knowledge transfer and records management

One Day Before Departure Date

Employee Responsibility

1. Complete cell phone transfer if you are keeping phoneline and/or phone.
   • * Phone will be suspended until transfer is complete.

Last Day

Employee Responsibilities

1. Return Carleton Equipment to Department
   • Computer/Laptop
   • Computer peripherals (keyboard, mouse, thumb drives, headsets, monitors, cables)
   • Furniture (desk, chairs, footrest)
   • Keys
   • PCard/Ecard/Amex
   • Other university-owned equipment
   • Campus Card – cards for retirees are available through the Campus Card Office

Management Responsibility

1. Destroy PCard, ECard, and Amex

Following Day

Management Responsibility

1. Follow up access is removed
   • ITS – Service Desk
   • Financial Systems