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BHKLab Offboarding Checklist – Admin / Assigned Lab Staff#

For the assigned lab staff running the offboarding. Source: Admin Offboarding Instructions.

Departing member: ____________

Last official working day: ____________

1. Before the Offboarding Initialization Meeting#

  • Created a folder for the member in the bhklab.archive drive under Offboarding Reports, in the current year directory
    • Confirmed the folder is owned by bhklab.archive@gmail.com (transfer ownership if not)
    • Shared the folder with the member's BHKLab Gmail
    • Copied the Lab Off-boarding Information template into the folder, renamed "Lab Off-boarding Information - First Name Last Name"

  • Created a folder in the bhklab.archive drive under Personal Folders, in the current year directory, named for the member

    Rotation students

    Rotation students already have a Personal Folder from onboarding; they only need the Offboarding Report and the ownership transfer.

  • Sent the initialization email to schedule both meetings, with the mentor/supervisor in cc (not required to attend, but must review the Off-boarding Information document)

  • Email includes links to:

2. During the Offboarding Initialization Meeting#

  • Walked through the Offboarding Policy with the member
  • Confirmed they can access their Offboarding Report folder and information template
  • Reminded them to complete the Exit Interview Form just before the exit interview
  • Asked them to change their BHKLab Gmail password and share it with the lab coordinator

3. During the Exit Interview#

  • UHN account: Office coordinator (Soleil Miron) has inactivated the member's UHN email/inbox
  • Off-boarding Information document is filled out thoroughly and reviewed by the mentor/supervisor
  • Checked the Exit Interview form for services the member asked to keep active (kept for six months after the exit interview, or until the manuscript is submitted)
  • Inactivated access to lab services not being kept:
    • Slack
    • GitHub
    • Google Groups
    • H4H
    • GPU Server
    • Cloud services (GCP, AWS, Azure)
    • Miro
    • Paperpile
  • Reminded the member to return ID cards to the PMCRT Security office (first floor, MARS Discovery District)

4. After the Exit Interview#

  • Updated member status to "Alumni" in the BHKLab Member Tracking sheet
    • Updated the Offboarding Data table in "Transit Member Data" with the resource access expiry date and which tools were deactivated
  • Updated member status on the BHKLab website
  • Removed the member from the Lab Member Expertise page
  • In the bhklab.archive Drive, accepted ownership of the member's Drive contents and moved them into their Personal Folder
  • Emailed Ben, Sisira, and Soleil (admin team) once offboarding is complete and the member has finished their last working day