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Staff Departure – I.T. Offboarding & Equipment Return

Step 1: Departure Notification of Departure

Condition: A staff member is leaving the organization.

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

    • Step 2: Completion of Exit Form

    • Completion

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

    Step 3: Ticket Generation

    Action:Submission of the Exit Form submission automatically generates a ticket in Zammad (I.T. ticketing system). to trigger the offboarding workflow.

    Equipment Return & Account Management

    Step 4: Equipment 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 (laptop, charger, peripherals, etc.) to the I.T. Office.Office.

    • Step 5: LaptopDevice Deassignment

    Condition: If the staff member had a laptop.

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

    • SnipeIT (Asset Management System)

    • DE Notebook Program (if applicable)

    • Step 6: Account Deactivation

    Action: I.T. deactivates the staff member’s WRC account to revoke system access.

    Step 7: Permissions Review

    Action: I.T. reviews and updates system/application permissions basedto onensure the former staff member’smember formerno role,longer ensuringhas access is fully removed.access.

    Step 8: Archiving Data (if needed)

    • Archiving

    Condition:I.T. Relevantarchives or transfers relevant work files, emails, or instructional data needsin toaccordance be retained.

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

    • Final Notification

    Step 9: EmailFinal Notification to Department Head

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

    • Staff departure ishas processed.

      been processed
    • Equipment

      Allhas offboardingbeen tasksreturned

    • Accounts have been deactivated
    • Data has been archived (equipmentif return, account closure, data handling) are complete.

      applicable)
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