Separation & Offboarding Policy

1. Purpose

This policy establishes a standardized, secure, and legally compliant process for offboarding personnel. It ensures the immediate protection of organizational systems, confidential information, and property when a staff member separates from the organization.

2. Scope

This policy applies to:

  • Full-time employees
  • Part-time employees
  • Contract personnel
  • Operational volunteers
  • Supervisory and executive leadership

3. Types of Separation

Personnel may separate due to:

  • Voluntary resignation
  • Retirement
  • Termination for cause
  • End of contract or assignment
  • Layoff or workforce reduction

4. Offboarding Procedures

A. Notification & Documentation

  • Immediate notification of separation to Human Resources or designated leadership
  • Completion of an Exit Checklist documenting all offboarding steps
  • Conduct of an exit interview (optional or role-dependent) to reaffirm organizational policies

B. Revocation of System Access

  • Immediate deactivation of all accounts, including:
    • Network logins and email
    • Operational databases and reporting platforms
    • Internal communication channels
  • Ensure removal from mailing lists, permissions, and automated systems

C. Return of Organizational Property

Personnel must return all organization-issued items, including:

  • Identification badges and credentials
  • Uniforms, safety gear, and equipment
  • Keys, access cards, or vehicles
  • Laptops, tablets, mobile phones, and other devices
  • Physical and digital records or media

All returns must be documented and verified by a supervisor or HR staff.

D. Confidentiality Reaffirmation

Departing personnel shall:

  • Reaffirm in writing their ongoing obligation to protect sensitive organizational and operational information
  • Acknowledge that confidentiality obligations under the organization’s Code of Ethics remain in effect indefinitely

E. Final Compensation & Benefits

  • Process final pay, accrued leave, and any applicable benefits according to employment agreements and Massachusetts law
  • Document the delivery of final compensation and materials

5. Post-Separation Oversight

  • Audit systems to ensure former personnel no longer have access
  • Secure accounts, passwords, and operational access points
  • Update organizational contact lists and role assignments
  • Flag former personnel in internal tracking systems if necessary

6. Non-Compliance Consequences

Failure to comply with offboarding procedures may result in:

  • Legal action to recover property or protect information
  • Notification to regulatory authorities or law enforcement if warranted
  • Denial of eligibility for rehire

7. Roles & Responsibilities

Human Resources / Executive Leadership

  • Oversee offboarding process and documentation
  • Ensure compliance with legal and organizational standards

Supervisors / Managers

  • Confirm return of property and equipment
  • Conduct exit interviews
  • Identify operational or data access risks

Departing Personnel

  • Return all property and credentials
  • Reaffirm confidentiality obligations
  • Comply fully with offboarding procedures

8. Policy Review

This policy shall be reviewed annually to ensure compliance with legal requirements, operational security standards, and best practices for personnel offboarding.