Offboarding Consultant / Contractor - Departure Road Map

The Offboarding (Separation Clearance) Process applies to consultants/contractors who are leaving the department on a permanent basis. The goal of this process is to ensure consultant/contractor leaving the department has returned all assets assigned to them and that building and departmental system access is removed in order to safeguard digital and physical assets.

The process can be broken down into major components, depicted in the diagram below.

• Departure Roadmap long description

  1. The consultant/contractor submits a Notice of Separation to their Manager via the HRSC application. This step can also be completed if the manager initiates the separation process on behalf of the consultant/contractor.
  2. Once the manager receives the Notice of Separation they will review, validate and in the event the consultant/contractor is ending their contract, the manager will formally acknowledge the Notice of Separation. The manager, administrative assistant or an alternate contact, (in the case of consultant/contractor located in a different geographic location from their manager) will then proceed to work with the individual to complete the following steps:
     1. Manager completes and submits the AMP Network Access request in the AMP portal in order to:
        1. recover Assets (Manager or IT):  Furniture (ex:  office chair, label maker, calculator), Telework Furnishings (ex: cabinet), Desktop, Laptop or Tablet and accessories (ex: monitors, mouse and keyboard, etc.), Taxi Chits, Parking Pass, Telecommunications (Cellular Telephones, Pagers, Blackberry, Long Distance Calling Cards and Portable Storage Devices (USB, external hard drives);
        2. remove Electronic Access: Network and System access;
     2. Manager completes the Cost Centre Checklist within the Notice of Separation:
        1. recover Photo ID Card, Access Card(s) and Control Key(s);
        2. validate that all electronic or paper information resources are cleaned, stored in a location that is accessible and has appropriate level of access Refer to the Adhering to IM/IT Guidelines and Policies section for more information;

     While this process can be started before the consultant/contractor's last day, it must be completed by their last official day. Once completed, the manager will submit the Offboarding (Separation Clearance) form to the Enabling Services Branches for processing.  The Enabling Services Branches will receive the Separation Clearance form that they need to action the Offboarding (Separation Clearance) process.

  3. Innovation and Information Technology Branch (IITB) disables the employee's electronic access to the departmental network and retrieves IT assets; Shared Services Canada (SSC) disables the mainframe user code if one exists.
  4. The Regional Security Office (RSO) receives and disables the consultant/contractor's access cards;
  5. The manager receives a confirmation that requests have been submitted to IITB and SSC teams to action. The manager also receives confirmation when tickets have been closed.
  6. Once the Enabling Services Branches have completed their work, the manager receives a confirmation that the consultant/contractor has been successfully separated.

If you have any questions about the process consult the frequently asked questions or send an email to the following email box EDSC.DGSRH.Separation.HTE-WTH.Offboarding.HRSB.ESDC@hrdc-drhc.net.

Start the process: Leaving the department