Last Day
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Equipment Return
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All company-owned equipment must be returned on or before the employee’s last day. IT will verify the return against the original Acknowledgment of Receipt and confirm the device is in working condition before initiating the wipe process.
| Item | Completed By |
|---|
| - [ ] Company laptop returned to IT (in-person or confirmed shipped with tracking number) | Employee / IT |
| - [ ] Device verified against original Acknowledgment of Receipt (serial number, condition) | Dustin / IT |
| - [ ] JumpCloud MDM agent confirmed reporting; remote wipe command queued or executed | Dustin / IT |
| - [ ] Any additional OASIS-owned hardware returned (monitors, peripherals, mobile devices) | Employee |
| - [ ] Additional equipment return logged and verified against asset inventory | Dustin / IT |
| - [ ] All returned equipment condition documented; damage or missing items escalated to manager | Dustin / IT |
**Note:** For remote employees, IT will send a pre-paid shipping label at least 5 business days before the last day. The employee is responsible for shipping the device on or before their final date. If a device is not returned within 10 business days of the last day, the matter will be escalated to the Executive Director.
IT Account Deactivation
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All account deactivations should be executed at end of business on the employee’s last day, or immediately after the employee’s final working session if the departure is involuntary. IT will work through the deactivation list in priority order.
| Item | Completed By |
|---|
| - [ ] Google Workspace account suspended (not deleted) | Dustin / IT |
- [ ] Account renamed to _former_firstname_lastname@oasis-open.org convention | Dustin / IT |
| - [ ] Auto-reply configured on suspended account if required by manager | Dustin / IT |
| - [ ] Email forwarding configured to manager or designated successor (if approved) | Dustin / IT |
| - [ ] JumpCloud user account suspended; device associations removed | Dustin / IT |
| - [ ] 1Password account deprovisioned; vaults and shared items reviewed for transfer | Dustin / IT |
Priority 2 — Collaboration & Communication (Same Day)
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| Item | Completed By |
|---|
| - [ ] Slack account deactivated | Dustin / IT |
| - [ ] Zoom license released and user removed | Dustin / IT |
| - [ ] Google Shared Drive access revoked (all Shared Drives) | Dustin / IT |
| - [ ] Google Groups memberships removed or ownership transferred | Dustin / IT |
Refer to Appendix F — Core Platform Deprovisioning Reference for system-specific procedures.
| Item | Completed By |
|---|
| - [ ] Salesforce: staff contact record updated; user deactivated | Cathie / Kelly |
| - [ ] Higher Logic: community access revoked; admin/super admin roles removed | Cathie / Kelly |
| - [ ] GitHub: org membership removed or downgraded; owner-level access audited | Kelly / Claudia |
| - [ ] Groups.io: memberships removed; owner/moderator roles reassigned | Kelly / Claudia |
| - [ ] Cloudflare: user removed from OASIS account | Dustin / IT |
| - [ ] WP Engine: user access removed from all environments | Dustin / IT |
| - [ ] Rackspace: user removed from cloud account (if applicable) | Dustin / IT |
| - [ ] DirectNIC: access revoked or credentials rotated | Dustin / IT |
| - [ ] Jira Server: user deactivated | Dustin / IT |
| - [ ] Expensify: account deactivated; open reports resolved | Cathie |
| - [ ] Any additional role-specific systems deprovisioned per Provisioning Matrix | Dustin / IT |
**Note:** IT will confirm all deactivations against the Role-Based Provisioning Matrix to ensure no system is missed. A final confirmation checklist will be signed off by the IT Director within 48 hours of departure.
Exit
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| Item | Completed By |
|---|
| - [ ] Exit interview conducted | HR / Manager |
| - [ ] Employee provided with final-day checklist confirmation | HR |
| - [ ] Employee contact information updated if needed for post-departure follow-up | HR |