Process: Staff Departure – I.T. Offboarding and Equipment Return

Step 1: Notification of Departure

• Condition: A staff member is leaving the organization.

• Action: The departing staff member or their supervisor notifies Front Office staff of the upcoming departure.

Step 2: Completion of Exit Form

• Action: Front Office staff complete the Exit Form via the Administration Dashboard.

Step 3: Ticket Generation

• Action: Exit Form submission automatically generates a ticket in Zammad (I.T. ticketing system).

Equipment Return & Account Management

Step 4: Return of Equipment

• Condition: The staff member has been issued any I.T. equipment (e.g., laptop, charger, peripherals).

• Action: The departing staff member returns all I.T. equipment to the I.T. Office.

Step 5: Laptop Deassignment

• Condition: If the staff member had a laptop.

• Action: I.T. deassigns the device in both:

  • SnipeIT (Asset Management System)

  • DE Notebook Program (if applicable)

Step 6: Account Deactivation

• Action: I.T. deactivates the WRC account to revoke system access.

Step 7: Permissions Review

• Action: I.T. reviews and updates system/application permissions based on the staff member’s former role, ensuring access is fully removed.

Step 8: Archiving Data (if needed)

• Condition: Relevant work or instructional data needs to be retained.

• Action: I.T. archives or transfers data following the organization's data management policies.

Final Notification

Step 9: Email Notification to Department Head

• Action: I.T. sends a closure email (via Zammad) to the Department Head confirming:

  • Staff departure is processed.

  • All offboarding tasks (equipment return, account closure, data handling) are complete.