Purpose. Ensures complete and documented offboarding of departing participants.
Applicability. Required for all participant departures.
# Form J — Offboarding Checklist
## Purpose
Form J provides a structured, documented checklist for every participant departure from the ecosystem — whether through resignation, conclusion of a Navigator or Operator agreement, end of a contractor engagement, board transition, or other separation. It ensures access is revoked promptly, operational responsibilities are transitioned, and all records are filed in the correct institutional folders. Form J completion triggers corresponding updates to Form F (Digital Asset Registry) and Form G (Software Access Registry).
## Owner & Maintenance
**Owner:** Ecosystem Systems Administrator, in coordination with the LLC officer overseeing the departing participant's function.
**Update cadence:** Initiated at the time of separation notice; all checklist items completed within the timeframe specified in the Operational Manual (target: within 14 days of separation date).
**Live record location:** Governance Drive — Offboarding Records folder. A copy is provided to the departing participant upon completion.
## Fields Tracked
### Participant Information
- Participant name
- Role and contribution title (per Section 28A)
- Entity affiliation (C6, LLC, Co-op, contractor, Navigator, Operator)
- Date of separation
- Reason for separation
### Access Revocation Checklist
- Slack account deactivated or downgraded; channel memberships reviewed
- Google Workspace account reviewed; personal files transferred to institutional folder
- Shared Drive access removed from all entity folders
- Shared Drive access removed from Privileged-Confidential folder (if held)
- Trello access removed from all boards
- Klaviyo access removed
- QuickBooks access removed or downgraded
- Zoom license reassigned or removed
- WordPress / Cloudways access removed
- GoDaddy / DNS management access removed
- MFA recovery methods updated for any shared accounts administered by departing participant
- Recovery email addresses updated for any accounts managed
- Passwords changed for any accounts where participant held credentials
- Instagram admin access removed
- YouTube channel access removed
- LinkedIn page admin access removed
### Operational Transition Checklist
- Active projects reviewed and reassigned
- Documents transferred from personal Drive to institutional folders
- Transition notes documented in relevant operational folder
- Outstanding obligations reviewed, documented, and assigned
- Vendor / contractor contacts transitioned
- Co-op board or C6 board notified of transition (if board member)
### Documentation Checklist
- Form G (Software Access Registry) updated
- Form F (Digital Asset Registry) updated if any admin roles changed
- NDA return / removal acknowledgment completed (Form E Section 6)
- Offboarding confirmation sent to departing participant
### Completion Record
- Completed by: name and role
- Date completed
- Reviewed by: LLC Officer or Ecosystem Systems Administrator name
## Workflow
1. **Separation initiated** — Participant gives notice or separation is determined by leadership; Ecosystem Systems Administrator is notified immediately.
2. **Checklist opened** — Ecosystem Systems Administrator opens a Form J instance for the departing participant, documenting separation date and reason.
3. **Access revocation** — All access revocation items are completed within seven days of separation date.
4. **Operational transition** — All operational transition items are completed within 14 days of separation date.
5. **Documentation updates** — Form G and Form F are updated; offboarding confirmation is sent.
6. **Filing** — Completed Form J is filed in the Offboarding Records folder and the participant's personnel file.
## Cross-References
- **Form F** — Updated when any admin roles change during offboarding.
- **Form G** — Updated for all access revocations; Access Change Log entries made.
- **Form H** — Prior Form H approvals for the departing participant are reviewed and marked revoked.
- **Form E** — Section 6 (Return & Removal Obligations) is actioned and documented.