Leaving the Department
The Off Boarding (Separation Clearance) process should be triggered as soon as it is determined that an employee will be leaving the department on a permanent or temporary basis (see below for a description of when it's necessary)
Note: At this time, the Off Boarding (Separation Clearance) process is not required for internal administrative processes such as assignment/acting, internal deployment and promotion/demotion. However, due diligence must be taken to ensure that all physical, electronic and financial assets are reviewed and updated accordingly.
Prior to departure
The employee must:
- Send an email or a letter to inform your manager of your departure (date and reason for departure)
- Review your responsibilities in matters of Compensation and Benefits by consulting the applicable type of departure
- Initiate the Separation Clearance Process
- Participate in the exit survey
The manager must:
- Acknowledge and accept the employee's departure by email (if applicable)
- Review your responsibilities in matters of Compensation and Benefits by consulting the applicable type of departure
- Initiate the separation clearance process on behalf of the employee, if they are unable to do so prior to departure
Types of departure:
A. Permanent departure
- Abandonment of Position
- Death in service
- Discharge for misconduct
- Early end of contract/term
- End of contract
- Medical Retirement
- Rejection on probation
- Release for incapacity
- Resignation
- Retirement
- Transfer to another department
- Unsatisfactory performance
B. Temporary departure
Leave Without Pay. Employee is temporarily leaving the department for an absence such as:
- Care for the family
- Employee applying for Disability Insurance (Sun Life)
- Employee applying for Long-Term Disability Insurance (Industrial Alliance)
- Maternity / Parental and Paternity (Quebec residents)
- Maternity/Parental (Except Quebec resident)
- Personal Needs
- Relocation of Spouse
- Self-funded leave
- Sick – ( > 10 days)
- Suspension – 6 days or greater
Temporary move outside the department such as:
Off Boarding Process
The Off Boarding process is complex and requires different steps to be completed based on the separation type.
The 4 steps required in order to process the separation clearance for an employee's departure are:
Give us your feedback – participate in the exit survey
If you are an employee permanently leaving the Department, we'd like your feedback about your experience working at ESDC. Once you have initiated the separation clearance process, you will receive an email asking you to participate in a voluntary Exit Survey.
If you are the manager entering the notification of separation on behalf of an employee that is leaving permanently the Department, you are required to send an email to the employee with the link to the exit survey in order for them to participate in giving their feedback.
Alternatively, you can participate in the exit survey now.
Your responses are confidential and are not linked to your personal information or to the separation clearance process. If you have questions please email: nc-sondages-surveys-gd@hrsdc-rhdcc.gc.ca
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.
Step 1 – Initiate the Off Boarding (Separation Clearance) Process