Offboarding Employee – Departure Roadmap

The Offboarding (Separation Clearance) process applies to employees who are leaving the department on a temporary or permanent basis. The goal of this process is to ensure employees leaving the department receive their final pay, have 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. A departure can be initiated by the employee or manager based on the separation type or in the event the employee is unable to do so. The employee can initiate the departure by sending a letter or email or having a conversation with the manager advising them of the departure;
  2. If the separation is initiated by the employee, the manager then sends an email to the employee acknowledging and accepting the employee`s departure;
  3. The employee 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 employee. Employees who are leaving ESDC or retiring will receive an email asking them to participate in a voluntary Exit Survey;
  4. Once the manager receives the Notice of Separation they will review, validate and in the event the employee is resigning, retiring or transferring out to another department, the manager will formally acknowledge the Notice of Separation. The manager, administrative assistant or an alternate contact, (in the case of employees located in a different geographic location from their manager) will then proceed to work with the employee to complete the following steps:
     1. Manager completes and submits the Pay Related Action (PRA) form in the HRSC portal;
     2. Manager submits requests for IT related action requests by:
        1. completing and submitting and Access Management Portal (AMP) Network Access request in the AMP portal in order to: remove electronic access (network access, remote access and mainframe application access) and to recover IT assets such as desktops, laptops or tablets and accessories (e.g. monitors, mouse, keyboard, cables etc.)
        2. submitting an online request to the National Service Desk for each of the other IT assets to be recovered, such as telecommunications (e.g. mobile phones, pagers, modems, air cards, routers etc.) and portable storage devices (USB, external hard drives) etc.
     3. Manager completes the Cost Centre Checklist within the Notice of Separation to:
        1. recover Photo ID Card, Access Card(s) and Control Key(s);
        2. perform necessary debriefs regarding security;
        3. attach and upload the signed a digital scan of the Security Screening Certificate and Briefing Form (TBS 330-47) in the Notification of Separation form;
        4. sends by internal mail the original (hard copy) signed TBS330-47 form as well as a signed copy of the Notification of Separation Form with the departing employee's Photo ID Card attached, to the RSO;
        5. returns the access card(s) to the issuance office (e.g. on-site management);
        6. 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;
        7. discuss conflict of interest and Post-Employment policy requirements with employee. Refer to the Adhering to IM/IT Guidelines and Policies section for more information;
        8. review and approve the list of personal information resources (personal email, personal resume, outlook contact list, etc.)

     While this process can be started before the employee's last day, it must be completed by their last official day. Once completed, the manager will submit the 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.

  5. Human Resources Services Branch (HRSB) - Compensation sends Pay Action Request (PAR) to Public Service and Procurement Canada (PSPC) to process pay request;
  6. 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.
  7. If the employee is an employee of the department:
     1. Chief Financial Officer Branch (CFOB) performs a financial review to ensure the employee does not owe the department any money related to travel advances, relocation advances, petty cash, emergency salary advances, priority payment, accountable advance, parking, IDTC travel card and the Government Acquisition Card. CFOB also establishes if the employee had financial signing authority (Section 34). If yes, that authority is canceled. CFOB - Accommodations group receives the employee's parking pass (if applicable);
     2. Regional Security Office (RSO) receives photo id card;
     3. Regional Security Office (RSO) receives the Security Screening Certificate and Briefing Form and Security Clearance Request (checklist) and forward it to the NHQ PerSec Unit;
     4. NHQ PerSec Unit receives and files the Security Screening Certificate and Briefing Form and Security Clearance Request (checklist).
  8. The manager receives a confirmation that a Pay Related Action (PRA) has been sent by the HRSC system.
  9. 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.
  10. Once the Enabling Services Branches have completed their work, the manager receives a confirmation that the employee 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