09. Healthsafe Exit Formalities Policy

EXIT FORMALITIES POLICY

VERSION HISTORY

DOCUMENT STATUS

Table of Contents

1. Purpose
2. Scope
3. Abbreviations, Acronyms and Definitions
4. Input
5. Output
6. Interacting Process
7. Procedure
8. Monitoring the Process
9. Records

1. PURPOSE
   The purpose of this document is to establish and maintain a policy for Exit Formalities for HealthSafe NZ.
   
   
2. SCOPE
   These procedures apply to all aspects of exit formalities.
   
   
3. Abbreviations, Acronyms and Definitions

4 INPUT

• Resignation Letter
• Final Clearance Form from FH
• Exit Interview Form

5 OUTPUT

• Back up the employee’s emails and computer
• Deactivating the user accounts, email, other resource access 

6 INTERACTING PROCESS

• Users, TL, FH, CISO

7 PROCEDURE

Termination due to resignation:

1. Employee turns in resignation letter to Functional Head
2. Functional Head works with employee to determine if there is anything HealthSafe NZ can do to keep them as an employee
3. If the employee is determined to leave, Functional Head to determine end date based on knowledge transfer is required
4. Functional Head conducts exit interview
5. Functional Head prepares termination paperwork (Final Clearance Form and experience letter) 
6. FH or appointed staff completes termination checklist (checklist is a form that requires final signatures from IT, Finance, Admin etc. that the employee is cleared to leave and that he/she does not have any company property with them) by getting information from IT, Finance and Admin.
7. Functional Head informs IT, Finance, Admin of the impending termination
8. Finance prepares full and final settlement
9. Functional Head gets employee to sign final settlement letter

Termination due to Disciplinary Action

1. Management shall ensure that disciplinary action, for all HealthSafe NZ employees, Trainees or Contractors, resulting in violation of the IT Security policy shall be consistent with the severity of the incident, as determined by an investigation.
2. Management shall ensure that disciplinary actions for violation of information security policies may include, but are not limited to, loss of access privilege to data processing resources, dismissal of consultants, cancellation of contracts, termination of employment, or other actions as deemed appropriate 
3. Employee turns in their resignation letter to Functional Head
4. Functional Head work together to determine end date based on how much knowledge transfer is required
5. Functional Head conducts exit interview 
6. Functional Head prepares termination paperwork (Relieving Letter, Final Clearance Form and experience letter) subject to Management discretion 
7. Functional Head completes final clearance form (requires final clearance from IT, Finance, CEO etc. that the employee is cleared to leave and that he/she does not have any company property with them) by getting information from department head, finance and IT
8. Functional Head informs IT, Finance, Admin of the impending termination
9. Finance prepares full and final settlement 
10. Functional Head confirms clearance before final payment is paid 

Exit Formalities Process

1. Functional Head will notify IT through the Final Clearance Form to deactivate or update passwords for the resigning employee’s user account, email box, and other resource access.
2. IT team will back up the Google Drive data from resigning employee’s computer if required.

8 MONITORING THE PROCESS

• Ensuring the resigning employee’s account is not accessible and are all deactivated

9 RECORDS

• Resignation letter
• Exit Interview Form
• Final Clearance Form
• Experience letter
• Knowledge Transfer