Human Resources Security Solicy (Onboarding / Offboarding)

Table of Contents

Introduction

Northeast Data is committed to supporting new employees in their successful transition to our team. Successfully transitioning new employees require an onboarding program that engages each new employee beginning with the acceptance of the job offer and continued through their term of employment.

The Human Resources department supports onboarding efforts through a variety of means, including through this policy and associated training and tools. This policy and associated training and tools are intended to provide new employees with a comprehensive onboarding experience that reinforces their choice to work with Northeast Data and support them in performing the functions of their job at a high level.

Required training will provide best practices and ensure programs meet the required elements outlined in this policy.

Who this Policy Applies To:

This policy applies to full or part-time Northeast Data employees.

New Employee Onboarding

After a successful interview process has been completed by the Northeast Data Manager, the following must be completed:

A ten-year background check and 10-panel drug test must be completed.

Please refer to the SOP for Out of State employee Background check / Drug Test Policy.

Only after a clear background check and drug test, the applicant can then be offered employment with Northeast Data.

Additionally, upon completion of the above, the Human Resources department will send out the employee new hire processes to the applicant.

Required Trainings

After all customer required paperwork is completed, the employee will have to take and pass the required trainings.

• Diversity & Sensitivity in the Workplace training (employee has 30-days from first day of employment to complete this training)
• Nationwide Sexual Harassment Awareness for Employees (employee has 30-days from first day of employment to complete this training)
• Anti-Slavery Training (employee has 30-days from first day of employment to complete this training)
• Roots Training
• Installation Department Specific Safety Training
• OSHA 10 and / or 30
• Northeast Data Safety Training Orientation will be completed by a Northeast Data Manager or Foreman and completion documented prior to start of work. This training will include but is not limited to, Personal Protection Equipment use and care, Tool Safety, Equipment Safety, Ladder Safety, etc.
• Aerial and Scissor lift certification through an authorized operator proficiency certification training course

Email Accounts To Be Issued / Badging / Keys

After the Root training is completed, account email address and badging along with office keys can be issued to the newly employed personnel. Any additional customer access can be granted

Employee Offboarding Policy

Purpose and Scope

Northeast Data requires a documented offboarding process for all full-time and part-time employees leaving employment through resignation, termination, retirement, or layoff.

Human Resources Responsibility

Human Resources is responsible for initiating, coordinating, documenting, and tracking each employee’s offboarding through completion.

Human Resources may coordinate individual tasks with the employee’s manager, IT personnel, payroll, or other designated personnel. Assigning a task to another person does not remove Human Resources’ responsibility to verify completion, follow up on outstanding items, and keep management informed.

Human Resources must proactively identify required actions and provide updates without waiting for management to request them. If instructions are unclear or a decision is needed, Human Resources must promptly seek clarification.

Management must designate a backup to perform these responsibilities when the responsible Human Resources employee is unavailable.

Management Notification

The employee’s manager must promptly notify Human Resources upon receiving a resignation or when a termination, retirement, or layoff is authorized.

The notification must include:

• Employee name and department.
• Type of departure.
• Confirmed last working day and effective separation date.
• Timing and instructions for notifying the employee.
• Any immediate access restrictions or other special instructions.
• Known company or customer property in the employee’s possession.

For planned departures, notification must occur early enough to arrange offboarding before the employee’s last working day. For immediate departures, management must coordinate with Human Resources and authorized IT personnel before or at the time of notification to the employee.

Required Offboarding Checklist

Human Resources must open and maintain a standard offboarding checklist for every departure. The checklist must identify:

• Employee name, department, and manager.
• Last working day and effective separation date.
• Type of departure.
• Each required task, responsible person, due date, and status.
• Actual completion dates and supporting confirmations.
• Outstanding items, return arrangements, and approved exceptions.
• Dates of management updates and escalations.

Items that do not apply must be marked “Not applicable,” with an explanation.

For planned departures, Human Resources must begin the process before the employee’s last working day. For immediate departures, Human Resources must begin upon notification and coordinate time-sensitive actions immediately.

Company and Customer Property

Human Resources must work with the employee’s manager and review available equipment, purchasing, shipping, and asset records to identify all company and customer property assigned to or held by the employee.

Property includes, as applicable:

• Laptops, computers, tablets, phones, chargers, and accessories.
• Fluke testers and other testing equipment, including remote units.
• Equipment cases, adapters, testing cables, and other issued components.
• Tools, equipment, materials, and company credit cards.
• Keys, badges, access cards, and security devices.
• Company or customer records, documents, and storage devices.
• Any other property identified in issuance or asset records.

Human Resources must document each item, its asset number or serial number when available, its location, and its return status. Missing or incomplete records must be investigated with the appropriate personnel.

A layoff does not automatically authorize an employee to retain company or customer property. Any temporary retention requires documented management approval identifying the items, reason, and return or review date.

Return Arrangements and Follow-Up

Human Resources must provide or coordinate written return instructions no later than the next business day after notification of the departure. Instructions must identify:

• Items to be returned.
• Return location or designated recipient.
• A management-approved return deadline.
• Shipping labels, packaging instructions, or collection arrangements, as needed.
• A contact person for questions.

If the inventory is still being verified, Human Resources must issue instructions for known items within this timeframe and promptly provide supplemental instructions for additional items.

Human Resources must:

• Confirm that the employee received the instructions.
• Track shipment or collection arrangements.
• Follow up until the property is received.
• Obtain confirmation from the receiving person of the items and components received, their condition, and any missing or damaged items.
• Ensure applicable asset records are updated and customer property is returned to the appropriate customer or designated location.
• Promptly report missing, damaged, overdue, or disputed items to management.

An employee’s statement that an item was sent does not establish completion. Receipt must be verified and documented.

Accounts, Access, and Services

Human Resources must coordinate with authorized IT personnel, management, and customer contacts to ensure access is removed at the approved separation time.

This includes, as applicable:

• Company email, network, remote access, and business applications.
• Customer accounts, systems, and site access.
• Vendor portals and other external business accounts.
• Badges, keys, access cards, and building access.
• Company purchasing or payment authority and authorized-user access.
• Multifactor authentication devices, security tokens, and recovery methods.
• Company cellular service, software licenses, and subscriptions.

Authorized IT personnel must determine whether shared passwords, credentials, or access codes known to the departing employee need to be changed.

Human Resources must obtain and retain confirmation that each required access change, cancellation, or reassignment was completed. Any continued access requires documented management authorization specifying its scope and duration.

Work and Company Information Handoff

Human Resources must coordinate with the employee’s manager to identify and transfer:

• Outstanding assignments and unfinished work.
• Customer commitments, scheduled activities, and pending follow-ups.
• Company and customer files, correspondence, and records.
• Information needed for another employee to assume the departing employee’s responsibilities.

The manager must identify the person responsible for each transferred assignment or commitment.

Human Resources must coordinate with authorized IT personnel to preserve and transfer necessary company information before accounts are deleted or devices are erased, reset, or reassigned. Information must be handled according to company security and record-retention procedures.

Payroll, Benefits, Expenses, and Travel

Human Resources must coordinate applicable separation tasks with payroll, benefits personnel, and accounting, including:

• Final time records and final pay processing.
• Benefit changes and required notices.
• Updates to employee status.
• Unsubmitted expense reports and receipts.
• Outstanding company advances or other balances requiring review.
• Future company-paid travel, lodging, vehicle rentals, or reservations requiring cancellation or reassignment.
• Recurring charges or subscriptions associated with the employee.

These tasks must follow applicable requirements and company procedures. Human Resources must track completion and retain supporting records in the appropriate files.

Exit Documentation

For planned departures, Human Resources must request the employee exit form before the last working day when practicable and forward it to the applicable department manager for review.

If the form cannot be obtained, Human Resources must document the reason. An incomplete exit form must not delay property recovery, access removal, or other required offboarding actions.

Required Management Updates

Human Resources must provide the employee’s manager and Vice President/CFO:

• An initial status update: No later than the next business day after notification, identifying completed actions, outstanding tasks, property to be returned, and decisions needed.
• Progress updates: Each business day while time-sensitive actions remain outstanding, and at least weekly thereafter until closure.
• Immediate escalation: Whenever a deadline is missed, a return is refused, property cannot be located, access removal is delayed, or management intervention is needed.
• A final completion report: Confirming completed tasks and identifying any documented, approved exceptions.

Each progress update must state what is complete, what remains outstanding, who is responsible, the expected completion date, and any assistance needed.

Exceptions and Outstanding Items

Any exception or extension requires documented management approval stating:

• The affected item or task.
• The reason for the exception or extension.
• The responsible person.
• The revised deadline or review date.
• Any required interim arrangements.

An approved extension does not establish completion. The item must remain open on the tracker, with an owner and follow-up date, until resolved.

Completion and Accountability

Human Resources may close the offboarding checklist only after required actions have been verified as complete or management has formally approved the final disposition of an unresolved item.

Outstanding property and other unresolved items must remain tracked until resolved or formally dispositioned by management. Temporary approvals and deadline extensions do not qualify as final disposition.

The completed checklist, management approvals, and supporting confirmations must be retained according to company record-retention procedures.

Failure to initiate offboarding, follow up, verify completion, or provide required updates will be addressed through the company’s performance-management process.