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Rev: 3 Page 1 of 14
Date: 09-06-2019
Onboarding and Offboarding Policy Doc No.: APA-L2-038
Rev Sections Review / Revision History Date Prepared By Authorized By
1 All Documentation Creation June 17th, 2019 J. Campbell B. Bradley
2 4.4 Departmental Objectives August 14, 2019 J. Campbell B. Bradley
3 Doc no Correction to doc number sequence Sept 6, 2019 J. Campbell
Rev: 3 Page 2 of 14
Date: 09-06-2019
Onboarding and Offboarding Policy Doc No.: APA-L2-038
1.0 Purpose
1.1 The purpose of this policy is to govern the onboarding and offboarding processes
of the Atlantic Pilotage Authority (APA).
1.2 This policy governs the onboarding and orientation processes and sets out roles
and responsibilities to ensure all new employees feel welcome at APA.
1.3 APA strives to recruit and retain the best talent. However, in circumstances where
an employee chooses to pursue other opportunities or where APA chooses to end
the employment relationship, it is important to ensure the employee’s departure is
handled in an organized manner. This policy also governs the offboarding process
to ensure a smooth transition for both the departing employee and APA.
2.0 Scope
2.1 This policy applies to all employees of the APA, employed in an indeterminate full-
time capacity or in a part-time capacity. Relevant articles of union collective
agreements will supersede this policy where required.
3.0 Definitions
3.1 Onboarding: The process of integrating a new employee at an organization to
facilitate the acquisition of skills, knowledge, and behaviors necessary to be
successful in the position through formal processes and informal means.
3.2 Offboarding: The process of effectively transitioning a departing employee and
integrating their replacement.
4.0 Procedures and Responsibilities
4.1 Onboarding
• The following procedure will be followed for onboarding and will outline the
responsibilities for the Employee and the Employer. This process will be
supported by Onboarding Checklist (Appendix ‘A’).
4.2 Employee
• Complete and pre-employment conditions of the signed letter of employment.
• Confirm availability for new hire orientation date as set by Director of Human
Resources
• Complete any requests for information from APA management or administrative
staff prior to first day of work in order to ensure all equipment, working space and
documentation can be prepared by APA staff in a timely manner.
4.3 Employer as represented by the Director of Human Resources will:
• Coordinate new hire orientation date and any other pre-employment conditions
are fulfilled per the employment letter prior to first day of work.
Rev: 3 Page 3 of 14
Date: 09-06-2019
Onboarding and Offboarding Policy Doc No.: APA-L2-038
• Ensure signed employment letter is on file and personnel file has been created.
• Create internal communication of new hire to APA staff and external
communication to stakeholders as required.
• Create agenda for new hire orientation and communicate to all participating
management and administrative staff their meeting times with new employee.
• Utilize Onboarding Checklist to prepare for new hire orientation, ensuring all
required equipment is available for first day of work (or as required).
• Create New Hire Orientation package, including but not limited to:
o New Hire Orientation and Benefits Booklet
o Copy of signed employment letter
o Detailed benefit and pension letter
o Relevant documentation (e.g. organization chart, policies, programs and
procedures) per Onboarding Checklist
o APA ID Card
o APA IT Credentials and Equipment
o APA Equipment (job specific)
o Security and Access fob, pass or key
o Job description
o Payroll information and calendar
• Create and distribute new hire orientation agenda and set expectations for first
working day with direct manager.
• Ensure payroll, benefit and pension forms are completed per Onboarding
Checklist within first five (5) working days.
• Follow-up with employee by email with all additional information required after
hire and enrollment.
• Check-in Program – meet with employee at 30-day, 60-day and 90-day interval
for check-in with employee.
• Provide Six Month Probationary Review Document to direct manager.
4.4 Employer as represented by the Department Manager will:
• Employee will have a briefing meeting with their appropriate department manager
within the first week of hire. The departmental manager will discuss the
departments standing objectives at a high level and how their role will contribute
to meeting the objective. Following the completion of the employees,
probationary period, e.g. during the Six-Month Probationary Review with direct
manager, the departmental objectives and how the employees assigned tasks
and responsibility will be discussed and adjusted as required.
Rev: 3 Page 4 of 14
Date: 09-06-2019
Onboarding and Offboarding Policy Doc No.: APA-L2-038
5.0 Offboarding
• The following procedure will be followed for offboarding and will outline the
responsibilities for the Employee and the Employer. This process will be
supported by Offboarding Checklist (Appendix ‘B’).
5.2 Employee
• Provide verbal and written resignation or retirement letter. Letter must include
date letter is submitted, addressed to direct manager or Director of Human
Resources, last intended day of work and signed by submitting employee. In the
event of termination, the employer will provide the employee with termination
letter.
• Return APA equipment and property with haste and in good standing order
before or on the last scheduled day of employment. Director of Human
Resources will coordinate the transfer of all APA property prior to the employee’s
departure. The departing employee will be responsible for returning all APA
property in usable condition. The employee will be held accountable for any
damage beyond wear-and-tear unless they can show that the damage was due
to factors beyond their control. The cost of repair or replacement for damaged
property will be deducted from the employee’s final paycheck.
• Voluntarily participate in Exit Interview (or Survey) process. Employees who
depart voluntarily will be asked to complete an exit interview. The purpose of the
interview is to gain the departing individual’s feedback on their tenure at the APA
and suggestions for improvements. Exit interviews will be arranged and
conducted by Director of Human Resources and will typically take place in the
employee’s last week of employment.
• Transfer of Knowledge: provide a written document of key information and/or
outstanding issues. Time-sensitive issues should be flagged to direct manager.
In situations where the employee’s departure is foreseeable (e.g. resignation and
retirement) and the employee’s role been identified as a key role, or the
departing employee holds specialized knowledge or skills, the employee, their
supervisor, and Director of Human Resources will work together to develop a
suitable role and knowledge transfer plan. While the contents of each plan will be
specific to the departing employee’s circumstances, all plans must include the
following elements:
• Role and accountabilities
• Measurable goals
• Knowledge and skills transfer methods
• Timelines for completion
• Typically, the implementation of role and knowledge transfer plans will involve
participation from the departing employee, their supervisor, and the new
incumbent (if known). Common knowledge transfer methods include:
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Date: 09-06-2019
Onboarding and Offboarding Policy Doc No.: APA-L2-038
• Job shadowing
• Special assignments
• Mentoring
• Clean up assigned off space. All documentation printed or saved on APA
computers, laptop, tablet, or stored on our devices, servers or in the cloud are
the property of APA and not to be removed.
Rev: 3 Page 6 of 14
Date: 09-06-2019
Onboarding and Offboarding Policy Doc No.: APA-L2-038
5.3 Employer as represented by the Director of Human Resources will:
• Receive and acceptance of written resignation or retirement letter. Provide a
written acceptance letter in return for the purposes of account finalization and
pension.
• Director of Human Resources will utilize offboarding checklist to ensure human
resources, security, IT and operational items are recovered before or on last day
of work.
• Director of Human Resources will finalize resignee/ retiree’s employee accounts
for payroll, entitlements and outstanding expenses. Dates of final payments will
be communicated to employee within five (5) business days of last day of work.
• Director of Human Resources will request and conduct an Exit Interview with
employee and/or the employee may complete a written exit survey, or the
employee may refuse the interview/survey and sign the exit survey form to that
end.
• Chief Financial Officer to revoke organizational privileges, including but not
limited to IT security and access, building access, company credit card, and other
as outlined on Offboarding Termination Checklist.
• Director of Human Resources to create communication plan to internal APA staff
and externally to stakeholders as required.
• Termination: In the circumstances when an employee has been terminated the
offboarding process will include supervised access to a workspace and
monitored access to the organizations computer system. All property and
equipment will be returned immediately. In some instances, terminated
employees will be escorted from the premises. Normally this will occur before the
workday, during noon hour or at the end of the workday to minimize workplace
disruption.
Rev: 3 Page 7 of 14
Date: 09-06-2019
Onboarding and Offboarding Policy Doc No.: APA-L2-038
6.0 Appendix ‘A’ - Onboarding Checklist
Onboarding Checklist
New Hire Name:
Hire Date:
Position:
Direct Manager:
Required N/A Item Item Details (if
required)
APA Property + Products
Office key fob
Office door key
APA ID card
APA Pilot Licence
Halifax dock parking pass
Scotia Square Parking Pass
APA Merchandise - lanyard, pen, bag, laptop
bag, hat, toque, mug, water bottle etc
Current Annual Report
Desktop Computer
Laptop
Tablet
Cell phone
Company Credit Card
PPU Unit
Radio
Strobe Light
Spare Batteries
Taxi chits
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Date: 09-06-2019
Onboarding and Offboarding Policy Doc No.: APA-L2-038
Other (if unique item to position, please list)
IT Credentials
Server Access credentials
Office 365 login credentials
Dabs login credentials
Microsoft Great Plains Access
BMO Online Banking and Spend Dynamics
credentials
WordPress credentials
Ceridian Payroll Access
DCT Tool Access
Enterprise Access and credentials
Employee Page login credentials
PPU Logins
HR Introduction + New Hire Orientation
Package Documentation
Tour of office, ajoining facilities and introduction
to staff
Signed copy of employment letter on file
New Hire Info Guide ( position specific)
Organizational chart
Management Calendar
Pension and Benefit Letter and Booklet +
Discussion
Employee and Family Assistance Program
information
ConfidenceLine Information
Electronic tour of internal employee website
Electronic tour of Dabs
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Date: 09-06-2019
Onboarding and Offboarding Policy Doc No.: APA-L2-038
Dispatch Centre Orientation
Leave and Expense Forms
Payroll Calendar
Epost Electronic Pay stub set-up instructions
OHS
Review OHS Committee and OHS System
Review Emergency Preparedness & Response
Procress (Office)
Review locations of first aid kits, fire
extinguishers, defib machine
Near-Miss and Occurance Program
Post Incident Protocol - Pilots
Federal Workplace - non-smoking
Hazard Prevention Program
Personal Documentation for Payroll +
Pension
SIN Card or paper copy of number (*GOC no
longer issues cards)
Birth certificate
Birth certifcate of spouse
Birth certificate of dependant(s)
Married certificate
Divorce Certificate
Void cheque or direct deposit form
HR, Pension + Payroll Forms
Emergency Contact Information Form
Conflict of Interest Form
Rev: 3 Page 10 of 14
Date: 09-06-2019
Onboarding and Offboarding Policy Doc No.: APA-L2-038
PWGSC 577 - Plan Member Contact Information
PWSGC- 2196 - Naming or Substitution of A
Beneficiary
PWGSC 571 - Enrolment Information and
Acknowledgment of Plan Membership
TBS 0006491 - Public Service Health Care Plan
Application
PWGSC 2028 - Publics Service Management
Insurnace Plan Application
Policies for Acknowledgement
Code of Conduct
Impairment in the Workplace Policy
Prevention of Discrimination, Violence and
Harassment in the Workplace Policy
Sexual Harassment Policy
Public Service Disclosure Policy
Computer and Network Policy
IT Policies
Company Credit Card Policy
QHSE Policy
Other
Photo
Social media - APA FaceBook group
Permission to post on APA social media
Date completed Post Orientation Actions (for DHR use only)
Personnel file creation
Personnel electronic summary spreadsheet (
leave tracking etc)
DCT actions for enrollment
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Onboarding and Offboarding Policy Doc No.: APA-L2-038
Filing of Benefit and Pension Paperwork
MSFT Transfer for PSHCP Enrollment
PSDCP Enrollement for Eligbility File - 3 month
waiting period
Positive Enrollment email for PSHCP in next
consecutive month
Submission of PSMIP application
Communication to relevant union
Contact information to all staff
Social media posting ( if approved by employee)
Update employee list and data
Employee
signature
Date
DHR Signature
Date
Rev: 3 Page 12 of 14
Date: 09-06-2019
Onboarding and Offboarding Policy Doc No.: APA-L2-038
7.0 Appendix ‘B’ - Offboarding Checklist
Offboarding/Termination Checklist
New Hire Name:
Hire Date:
Termination Date:
Position:
Direct Manager:
Required N/A Item Item Details (if
required)
APA Property + Products
Office key fob
Office door key
APA ID card
APA Pilot Licence
Halifax dock parking pass
Scotia Square Parking Pass
Desktop Computer
Laptop
Tablet
Cell phone
Company Credit Card
PPU Unit
Radio
Strobe Light
Spare Batteries
Taxi chits
Other (if unique item to position, please
list)
Rev: 3 Page 13 of 14
Date: 09-06-2019
Onboarding and Offboarding Policy Doc No.: APA-L2-038
IT Credentials
Server Access credentials
Office 365 login credentials
Dabs login credentials
Microsoft Great Plains Access
BMO Online Banking and Spend
Dynamics credentials
WordPress credentials
Ceridian Payroll Access
DCT Tool Access
Enterprise Access and credentials
Employee Page login credentials
PPU Logins
HR Documentation
Signed copy of resignation letter on file
Final Pay calculation and entitlement
payouts
PWGSC 2386- Termination/Retirment
Form
Exit Interview and/or Exit Survey
Communications & Business
Continuity
APA Staff Communications - Internal
APA Communication - External
Business Continuity Plan for Position
Responsibilities
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Date: 09-06-2019
Onboarding and Offboarding Policy Doc No.: APA-L2-038
Date completed Post Orientation Actions (for DHR use
only)
Personnel file up to date and noted as
closed.