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BHKLab Offboarding Checklist – Departing Staff#

For anyone leaving BHKLab. Source: Offboarding Policy.

Departing member: ____________

Last official working day: ____________

1. Meetings#

  • Offboarding Initialization meeting held (at least 2 weeks before your last working day)
  • Copied the Lab Off-boarding Information template into your offboarding report folder
  • Completed the Exit Interview Form just before the exit interview
  • If you expect continued work with the lab (e.g. a publication), requested the needed service permissions in the Exit Interview Form
  • Changed your BHKLab Gmail password and shared it with the lab coordinator
  • Exit Interview held (day before your last working day, or based on availability)
  • Developed a progress plan for any missing or unclear items raised at the exit interview

2. Offboarding Report#

One parent folder containing all ongoing and completed project work, renamed to your first and last name.

  • Lab Off-boarding Information document completed, including:
    • Your name and last date of employment
    • All ongoing and completed projects you worked on
    • Links to everything saved to GitHub, organized by project
    • Links to everything saved to HPC4Health (H4H), organized by project, following the H4H Data Management Plan
    • Data ownership details per project, and the person taking over each project (transfer all ownership to them)
  • README per project, where applicable:
    • Data download sources
    • Comments on data curation or notable challenges
    • Any other relevant information
  • Any other relevant documents added
  • Folder shared with the assigned lab staff member
  • Report linked in your final SOW
  • All linked files are in your BHKLab Google Drive and shared with bhklab-admin@googlegroups.com and/or bhklab-members@googlegroups.com with edit access

3. BHKLab Google Drive#

  • Uploaded all lab-related documents from your local machine to your BHKLab Drive (code and internal datasets go in GitHub / H4H instead)
  • Transferred ownership of all Drive contents to bhklab.archive@gmail.com (add as Editor, then Transfer Ownership and Send Invitation)
  • Listed any shortcuts you want preserved in your offboarding document
  • Moved any documents you wish to keep private to personal storage

4. GitHub#

  • Transferred project repositories from your personal account to the bhklab organization
  • Each repo has a README describing the project and how to run the code / reproduce results
  • Pushed latest commits on all open branches
  • Opened a pull request for any branch without one
  • Commented on each PR with its current stage and next steps
  • Assigned each PR to the repo owner, the person taking over, or your mentor

5. Project Data#

  • All data paths listed separately (srcdata, rawdata, procdata, etc.)
  • Marked for each dataset whether it is required to replicate the project
  • Enabled group access on all data: chmod -R 775 <DIRECTORY_PATH>
  • Verified access with ls -l

6. Physical Assets and Last Day#

  • Returned all BHKLab-purchased assets to the lab coordinator in person
  • If you want to keep an asset: requested permission to buy it at fair market value (the employer decides whether to sell)
  • Returned Photo ID card and access card to the PMCRT Security office (first floor, MARS Discovery District) on your last day

7. Letters of Recommendation (if needed)#

  • Emailed Dr. Benjamin Haibe-Kains from your non-UHN email, mentors in cc, stating the purpose of the letter

Unreturned lab assets

If lab assets are not returned, you may be subject to collection agency pursuit and/or legal action, and letters of recommendation will not be issued.