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Off-boarding or Transitioning Staff

Off-boarding or Transitioning Staff

When employees are leaving the University, taking a leave of absence, or transitioning to new role, managers must follow these important steps:

(Note: a contract end-date will not terminate all of an employee’s access to administrative and business systems. An off-boarding form must be submitted).

Employees hired by Humber College Institute of Technology & Advanced Learning

  1. Submit the required action in HRMS (resignation/termination, leave, secondment) to initiate payroll/benefit adjustments
  2. Email the Administrative Assistant, Finance and Administration at: sabrina.scalmato@guelphhumber.ca to off-board an employee and revoke accesses. The following information will be needed:
    • A copy of the employees’s resignation letter
    • The individual’s employee ID and N-number 
    • Indicate the reason for off-boarding the individual:
      1. Leaving the organization – All access to technical services will be revoked.
      2. Leave of absence – All technical services except e-mail and calendaring will be suspended.
      3. Transitioning to a new role – All access to administrative and business services may be revoked pending a review.
    • Indicate whether the individual is an active Humber or Guelph-Humber student.
    • Employment end date and time

The Administrative Assistant, Finance and Administration will process the request and send a confirmation and any other information to the manager.

  1. Be sure to retrieve the following items prior to the employee’s departure:
    • Lenel Card
    • Parking Pass
    • Office keys
    • Desk and file cabinet keys
    • Corporate Cell Phone
    • Corporate Credit Card
    • Corporate Expense Accounts
    • Company laptop/accessories/equipment
    • Outstanding Media Cage rentals (laptop, camera, other)
    • Company files
    • Backup of emails/company files
    • Other

Employees hired by University of Guelph

  1. The Manager is to reach out to the appointed contact at the University of Guelph’s Human Resources department (currently Jane Duck) for guidance on the process and forms to be completed.
  2. Email the Administrative Assistant, Finance and Administration at: sabrina.scalmato@guelphhumber.ca to off-board an employee and revoke accesses. The following information will be needed:
    • A copy of the employees’s resignation letter
    • The individual’s employee ID and N-number 
    • Indicate the reason for off-boarding the individual:
      1. Leaving the organization – All access to technical services will be revoked.
      2. Leave of absence – All technical services except e-mail and calendaring will be suspended.
      3. Transitioning to a new role – All access to administrative and business services may be revoked pending a review.
    • Indicate whether the individual is an active Humber or Guelph-Humber student
    • Employment end date and time

The Administrative Assistant, Finance and Administration will process the request and send a confirmation and any other information to the manager.

  1. Be sure to retrieve the following items prior to the employee’s departure:
    • Lenel Card
    • Parking Pass
    • Office keys
    • Desk and file cabinet keys
    • Corporate Cell Phone
    • Corporate Credit Card
    • Corporate Expense Accounts
    • Company laptop/accessories/equipment
    • Outstanding Media Cage rentals (laptop, camera, other)
    • Company files
    • Backup of emails/company files
    • Other