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Tenant leavers procedure

V.1 Oct 2022

Download the PDF version

Purpose: 

The purpose of this document is to provide the procedure for offboarding a member of staff leaving a BioEscalator tenant company.

 

Summary:

The tenant Office Manager (or equivalent) must notify BioEscalator reception via email of any leaving staff members within their company no less than ten working days before the leaving date. A leaver includes any temporary employees, consultants, or interns.

 

The 'BioEscalator tenant employee leaver's checklist' document should be used to ensure all required actions are taken when offboarding a staff member. This document can be found on the BioEscalator intranet or received by emailing bioescalator.reception@medsci.ox.ac.uk.

 

Procedure:

 The tenant Office Manager (or equivalent) must:

  1. Obtain the leaver's university card and locker key and return them to BioEscalator reception.
  2. Email BioEscalator reception to cancel any parking permits the leaver has if necessary.
  3. Request removal from the BioEscalator WhatsApp group if necessary via BioEscalator reception.
  4. Request removal from the BioEscalator mailing lists via BioEscalator reception.

 

BioEscalator Reception will:

  1. Email the university card office, letting them know the employee is leaving.
  2. Remove any card access on the returned card.
  3. Destroy the leaver's University card.
  4. Remove the leaver's information from the Tenant Information Database.
  5. Remove the leaver from the BioEscalator WhatsApp group if necessary.
  6. Remove the leaver from all BioEscalator mailing lists if necessary.

 

The BioEscalator IT Analyst will:

  1. Remove the leaver from the tenant's Wi-Fi.

 

Temporary employees/Consultants

If your leaver has been with you for four weeks or less, they should have received a temporary card from BioEscalator Reception. This needs to be obtained by the tenant office manager (or equivalent) and returned to BioEscalator Reception.

 

If your leaver has been with you for more than four weeks, the process for a permanent staff member must be followed.

 

If they have been given a locker, the office manager (or equivalent) must obtain the locker key from the temporary employee.