Staff Offboarding Policy #

Purpose #

This policy establishes the requirements for offboarding OASIS Open employees and contractors upon departure. Effective offboarding protects the organization by ensuring that system access is revoked promptly and completely, organizational assets are returned, knowledge is transferred, and all legal and compliance obligations are met. It also ensures that departing staff are treated with consistency and respect regardless of the circumstances of departure.

For step-by-step offboarding procedures, see the Staff Offboarding Process.

Scope #

This policy applies to all departing full-time and part-time employees and contractors, whether departure is voluntary or involuntary. It applies to HR, IT, the (Interim) ED, and any manager responsible for offboarding activities.

Principles #

Prompt action — Offboarding steps should begin as soon as departure is confirmed. The longer the gap between confirmed departure and action on access, equipment, and compliance steps, the greater the organizational risk. Maximum lead time should always be sought.

Complete access revocation — All system access must be revoked on or before the last day of employment. Partial revocation is not acceptable. IT is responsible for confirming that all accounts — Core Platform and role-specific — are deactivated.

Asset recovery — All organizational assets, including company devices, hardware, and materials containing organizational information, must be returned before or on the last day. Assets not returned by the last day require immediate follow-up.

Consistency — Every departing staff member, regardless of role or the circumstances of departure, goes through the same offboarding steps.

Notice Period #

Upon receipt of notice of departure — whether resignation or termination — HR and the (Interim) ED must be notified immediately. HR initiates the offboarding process and confirms the departure date, final paycheck arrangements, and benefits termination timeline with Insperity as soon as possible.

The (Interim) ED and hiring manager determine knowledge transfer requirements based on the role and available notice period. Knowledge transfer plans should be documented and agreed with the departing staff member where circumstances permit.

System Access Revocation #

IT must be notified of the departure date as soon as it is confirmed. IT prepares an account deactivation schedule and executes it on the last day of employment. Access revocation includes all Core Platform accounts (email, 1Password, Slack, Zoom, Shared Drive) and all role-specific systems.

Email accounts are deactivated or set to auto-reply on the last day, with forwarding configured as required by the (Interim) ED. No departing staff member retains access to OASIS systems beyond their last day under any circumstances. If operational continuity requires temporary access to specific resources, this must be approved in writing by the (Interim) ED before the last day.

Shared credentials or passwords that the departing staff member had access to must be rotated on or before the last day.

Equipment Return #

All company devices and OASIS-owned hardware must be returned on or before the last day. IT is responsible for unenrolling devices from JumpCloud MDM and wiping them upon return. For remote staff, IT arranges shipping logistics in advance of the last day to ensure equipment is returned without delay.

Final Pay and Benefits #

HR coordinates final paycheck timing and method with Insperity. Outstanding FTO balances are calculated and paid out per policy. Benefits are terminated on the correct effective date and COBRA or continuation information is provided to the departing employee within required timeframes.

Exit Interview #

HR or the (Interim) ED conducts an exit interview with all departing staff where circumstances permit. Exit interviews are conducted in good faith and feedback is treated confidentially.

Post-Departure Cleanup #

Within a reasonable period following the last day, IT completes deprovisioning of all role-specific systems, and Cathie, Kelly, or the relevant system owners remove the departed employee’s access from Salesforce, Higher Logic, GitHub, Groups.io, and Expensify as applicable. HR removes the employee from active staff lists, FTO tracking, and organizational charts. The Content Manager updates the website.

Confidentiality Obligations #

Departing staff remain bound by any confidentiality, non-disclosure, and non-solicitation agreements signed at the time of hire. HR should remind departing employees of these obligations as part of the offboarding process.

Records #

HR retains all offboarding documentation consistent with the Document Retention and Destruction Policy. Personnel files for terminated employees are retained for seven years following termination and then securely destroyed.

Policy Review #

This policy is reviewed annually by the (Interim) ED and updated as needed.