Step 1 – Initiate the Offboarding (Separation Clearance) Process

In order to better tailor the notification of separation process we ask that you identify if the employee is an: employee, employee in the EX minus 1, EX-1, EX-2 or EX-3 groups and equivalents, employee in the EX-4 or EX-5 groups and equivalents.

Select an appropriate employee type from the drop down list, click "Select". The remainder of the form will be loaded on the page.

Employee entering the Notification of Separation Form:

The employee's First and Last Name is pre-filled using information from the active directory.

Manager or Administrative Assistant entering the Notification of Separation Form:

The employee's First and Last Name fields are populated using information from the active directory. Click "Search" located beside the First Name field. A new screen will appear.

Enter the employee's last name followed by a comma, followed by the first name. Click "Search" to derive a list of matching names from which to choose.

Additional information, such as the Department (Formerly RC) and email address will appear to help you with the selection of the departing employee's name.

Click the radio button beside the correct employee and then click "OK". The active window will close and the First and Last Name fields will be populated from the active directory.

The organization and sub-organization fields represent the department's high level structure (Branches, Regions, and Directorates); select the appropriate organization and sub-organization from the drop down list.

The organization and sub-organization fields are linked. The sub-organization can only be selected after the organization is identified. The organization field must be selected first in order to populate the sub-organization drop-down list.

The Region field must identify the employee's manager location. The Location of Work field must identify the geographic location where the employee will be physically working. With today's virtual reporting structures, the information captured in these two fields may differ.

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To select a region, click the drop down list and select the appropriate region.

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To select Location of Work, click and select from the drop down list for Province, Municipality and Location of Work using the order they appear on the screen.

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If the employee's location of work is not found in the drop down list; select "Other – specify below", enter the address into the "Complete Address of the Location of Work" field.

The Building/Location Access field identifies all the buildings/locations to which the departing employee has physical access. The employee's manager will verify the information to ensure that all buildings are listed in this field. This information is ultimately sent to the local regional security office who will then request building/location access changes and/or cancellations via the proper building/regional processes and procedures.

The Separation Type determines if the employee is leaving the department permanently or temporarily. The Separation Type selected could reduce the number of fields that are displayed and required on the form.

Upon selecting a separation type; the page will refresh and fields such as new department or agency will either become visible or be removed from the form.

Separation Type definition:

Death in Service:

Select this type when the employee is deceased.

Interchange:

Select this type when the employee is going on an Interchange outside of the department.

Leave Without Pay:

Select this type when the employee is temporarily leaving the department for an absence such as maternity/parental leave, education, etc.

Resignation:

Select this type when the employee has resigned from the department.

Retirement:

Select this type when the employee is retiring from the department.

Secondment:

Select this type when the employee is going on a Secondment assignment outside of the department.

Termination:

Select this type when the employee has been terminated or released for the following reason: Abandonment of Position, Discharge for misconduct, Early end of contract, End of contract, Rejection on probation, Release for incapacity, Unsatisfactory performance.

Transfer to another department:

Select this type when the employee is permanently leaving the department and transferring to another department.

The Official Date of Departure is the employee's last day with the department. Example: employee taking paid leave ahead of a retirement; employee's last day would be the day of their retirement and not the day he/she began their paid leave.

Click the calendar icon to select the Official Date of Departure.

The employee's manager or administrative assistant can update the Official Date of Departure if the employee's situation changes prior to their last date.

The Customize Selection and Enter New Department/Agency Name fields will be available on the form if the employee's Separation Type field is set to Interchange, Secondment or Transfer to another Department.

Choose the New Department/Agency from the drop-down list.

If the name of the required department or agency does not appear in the drop-down list, enter the department or agency name in the Customize Selection or Enter New Department/Agency Name field.

You can enter any additional information that pertains to the employee's separation such as Reason for Departure.

If the employee is resigning and did not provide any supporting documentation such as an email or a document, enter the reason for their resignation, such as outside employment, personal reasons, return to school, etc. in the Additional Information field.

The employee's submission of the Notification of Separation will only be deemed as an official notification of resignation if all the following applicable steps are adhered to.

1. Employee submission
2. Manager acceptance
3. Inclusion of required documents

The Language Preference field indicates the employee's preferred language for correspondence. The Language of Document field indicates the language the Separation Clearance Form will be generated in.

The Cost Centre Manager field identifies the employee's Cost Centre Manager.

The Administrative Assistant field identifies the employee's administrative assistant that will have access to the employee's Notification of Separation form.

The Alternate Contact field is filled when the employee is working in a geographic location that differs from their Cost Centre Manager. Enter the on-site manager that will assist with the physical aspects of the separation clearance process in this field. These aspects include collecting Photo ID, Access Cards, and assets; and also obtaining the employee's signature on required hard-copy documents.

The following three fields (Cost Centre Manager, Administrative Assistant and Alternate Contact) are populated using the address book.

If the Notification of Separation is entered by the departing employee's manager or administrative assistant, click the "Me" checkbox on the corresponding role and the field will be populated automatically. The "Me" checkbox is only available when the Notification of Separation is entered by the departing employee's manager or administrative assistant.

Alternatively click "Search" to select and assign the Cost Centre Manager, Administrative Assistant and/or an Alternate Contact to the request.

Similar to how the employee's information was populated, these fields can only be completed via active directory to ensure accuracy of information.

The Save as Draft button can be used to save a partial or completed form as a draft that can be accessible for updates at a later point in time. Click "Save as Draft", enter a file name and then click "Save". Ensure that the file name entered is intuitive so that it can easily be identified at a later date.

The "Save as Draft" files are available via the Home Page of the HRSC

Once all mandatory fields are entered on the Notification of Separation form, click "Submit" to proceed to the document attachment page.

As a manager or administrative assistant, click "Return to my request" to return to the previous page and process another request within the HRSC portal.

To upload a document

Option A: click "Browse files" to find the document that will be uploaded. Once the document is found, click "Open" and the document will appear in the documents section shown below. Click "Submit Request" if you are ready to submit the separation clearance request to the Enabling Services Branches for processing or click “Save” to save the changes.

Option B: drag and drop your file from your folder to the documents section shown below. Click "Submit Request" if you are ready to submit the separation clearance request to the Enabling Services Branches for processing or click “Save” to save the changes.

***Please note that clicking the “Save” button will not transmit your request to the Enabling Services Branches, it will remain with the “New request” status. You must click the “Submit Request” button in order to transmit the request to the Enabling Services Branches.