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Admin Offboarding Instructions#

This checklist is for the assigned lab staff running the offboarding process.

Before the Offboarding Initialization Meeting#

  1. Create a folder in the bhklab.archive drive under Offboarding Reports in the current year directory with the name of the lab member.

    1. Confirm this folder is owned by bhklab.archive@gmail.com. Transfer ownership if necessary.
    2. Share this folder to the lab member's BHKLab Gmail (e.g. bhklab.johndoe@gmail.com).
    3. Make a copy of the Lab Off-boarding Information template in this folder and rename to Lab Off-boarding Information - First Name Last Name

  2. Create a folder in the bhklab.archive drive under Personal Folders in the current year directory with the name of the lab member.

    1. All contents of the lab member's BHKLab Google Drive will be transferred to this folder.

Tip

Rotation students should already have a Personal Folder that was made for them during onboarding. They only need to do the Offboarding Report and to transfer ownership of files to BHKLab Archive.

Offboarding Initialization Email Template#

Send the following email to the lab member to schedule the two meetings: Email Template

CC the lab member's mentor/supervisor on this email. They are not required to attend the meetings, but should be aware of the offboarding process, including their requirement to review the Lab Off-boarding Information document. This review is mandatory to ensure the work is backed up properly and with the correct access permissions.

The email must includes links to:

  • The Offboarding Policy
  • The lab member's Offboarding Report folder in the BHKLab Archive Drive
  • The lab member's Personal Folder folder in the BHKLab Archive Drive
  • The Exit Interview Form

During the Offboarding Initialization Meeting#

  1. Walk through the Offboarding Policy with the lab member.
  2. Make sure they have access to their Offboarding Report folder and Information template.
  3. Remind the lab member of the Exit Interview Form sent in the initial email.
    1. Explain that the Exit Interview form should be completed just prior to the exit interview.
  4. Request that the lab member change the password to their BHKLab Gmail account and share this with the lab coordinator.

During the Exit Interview#

UHN Account#

The Office coordinator (Soleil Miron) has to make sure that the employee’s UHN email/inbox is inactivated.

Off-boarding Information Document#

Confirm this has been filled out thoroughly and reviewed by the lab member's mentor/supervisor.

Lab Service Access#

Make sure that access to lab resources are inactivated.

Note

Check the Exit Interview form to see if any of the following lab resources have been requested to be kept active for the lab member.

Any requested services will be kept active for

  • Six months after the exit interview OR
  • If working on a manuscript, when that manuscript is submitted

Service list:

  • Slack
  • GitHub
  • Google Groups
  • H4H
  • GPU Server
  • Cloud services (GCP, AWS, Azure)
  • Miro
  • Paperpile

Return Physical ID Cards#

Remind the lab member to return their ID cards to the PMCRT Security office, located on the first floor of the MARS Discovery District.

After the Exit Interview#

To be done by assigned lab staff in charge of offboarding:

  1. Update member status in the BHKLab Member Tracking sheet to 'Alumni'
    1. Update Offboarding Data table in 'Transit Member Data' with Resource Access Expiry date and what tools have been deactivated.
  2. Update member status on the BHKLab Website
  3. Remove the member from the Lab Member Expertise page
  4. In bhklab.archive@gmail.com Drive, accept ownership of the lab member's BHKLab Google Drive contents and put them in their Personal Folders.
  5. Email Ben, Sisira, and Soleil (admin team) when off-boarding is complete and lab member has completed their last working day.