Navigating offboarding
Offboarding is a natural part of employment, whether due to performance issues, business needs, or an employee’s decision to leave. While transitions can be challenging, a thoughtful and inclusive offboarding process benefits employers and employees. Build a process that is fair, accessible, and well-communicated to ensure employees feel supported while maintaining a respectful workplace culture.
Why this matters
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Learning new things can be a barrier because it takes me longer, which can frustrate employers. I have been fired for this in the past. I have also lost opportunities because I struggle to learn at the same pace as others and there are not enough resources to support different work options.”
Employment Strategy for Youth with Disabilities Youth Survey respondent
Youth with disabilities often face barriers in the workplace that impact their success. Employers can improve retention and create more inclusive workplaces by proactively addressing barriers through open communication and accommodation processes. When offboarding is necessary, ensuring a fair, transparent, and respectful process supports employees and employers in navigating transitions with care and respect.
Support before offboarding
Employee retention benefits employers and employees. Addressing challenges early through check-ins and proactive support can prevent unnecessary turnover.
Duty to inquire
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Employers are legally obligated to inquire if they observe an employee struggling with job performance.
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This means before taking disciplinary action, check in with the employee to determine whether workplace barriers, training gaps, or accommodations may help.
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Check BC’s Human Rights Code for specific requirements and legal obligations.
💡 Example
A young employee has been arriving late to shifts. Instead of assuming carelessness, the employer checks in. The employee shares that they’ve been experiencing depression and are having difficulty waking up in the morning, but they are receiving treatment. The employer and employee work together to establish temporary flexible start times.
Many accommodations cost nothing, and those that do typically cost less than $500.
Recognize barriers versus lack of effort
Instead of assuming poor performance is due to lack of effort, assess whether the issue stems from workplace barriers, unclear expectations, or a need for additional training or accommodations.
💡 Example
A new cashier is not completing tasks as instructed. The employer remembers that the employee previously disclosed having a visual processing disorder and was given a written training handbook. Instead of assuming a lack of effort, the employer connects the employee with a mentor who can provide hands-on guidance.
Many accommodations cost nothing, and those that do typically cost less than $500.
Handling resignation
Handling resignations professionally helps maintain positive relationships and ensures a smooth transition.
Employer responsibilities
When an employee resigns, employers have specific legal and procedural responsibilities to ensure a smooth transition. Handling resignations properly helps maintain professionalism, protect workplace relationships, and uphold legal obligations. BC’s Employment Standards outline an employer’s key responsibilities, including the following:
Providing a record of employment
Employers are required to issue a Record of Employment (ROE) to the departing employee.
Final pay
Employers must provide the employee's final wages, including any outstanding vacation pay.
Responding to resignation
When an employee resigns, handling the process professionally and supportively ensures a smooth transition while maintaining positive relationships. Use these steps to respond to resignations inclusively.
Acknowledge and accept the resignation
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Request written confirmation if not provided (email or formal letter).
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Express appreciation for the employee’s contributions.
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Clarify the final work date if not already stated.
💭 Consideration
A youth who has disclosed they have dyslexia provides verbal resignation instead of a written notice. The employer requests written resignation but offers a template and support filling it out to ensure accessibility.
Many accommodations cost nothing, and those that do typically cost less than $500.
Discuss transition and handover plans
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Confirm the notice period and establish a handover timeline.
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Determine if the employee will train a replacement or assist with documentation.
💭 Consideration
A youth with a disability like ADHD may have difficulty processing verbal instructions. An employer has started following up with a written summary of transition processes to be more accessible.
Many accommodations cost nothing, and those that do typically cost less than $500.
Communicate with the team
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Inform the team professionally while maintaining confidentiality.
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If appropriate, announce the resignation in a way that maintains morale.
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Assign temporary coverage for the departing employee’s tasks.
💭 Consideration
An employee with a disability such as Borderline Personality Disorder may feel uncomfortable being the centre of attention and worry about how their departure is communicated. The employer has started checking in with employees about how they would prefer their resignation to be shared (e.g., general announcement versus private conversation) to be more accommodating.
Many accommodations cost nothing, and those that do typically cost less than $500.
Consider conducting an exit conversation
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Offer an optional exit conversation to gather feedback.
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Discuss final steps, such as returning company property, final pay, and benefits information.
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Provide information on references or future opportunities, if appropriate.
💭 Consideration
An employee with anxiety may struggle with exit interviews. To be more inclusive the employer has started offering a written survey alternative.
Many accommodations cost nothing, and those that do typically cost less than $500.
Handling resignation
Handling resignations professionally helps maintain positive relationships and ensures a smooth transition.
Employer responsibilities
Employers must ensure the process is fair, legally compliant, and well-documented when terminating an employee. Reviewing official employment standards and legal requirements helps protect the employer and employee while ensuring a transparent and just process.
Just cause versus without cause termination
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Termination without notice is only permitted in cases of serious misconduct.
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Check BC’s Employment Standards for specific requirements and legal obligations.
Notice and compensation
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Employers must provide written notice or compensation based on the employee’s length of service.
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Check BC’s Employment Standards for specific requirements and legal obligations.
Anti-discrimination
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Employees cannot be terminated based on disability or accommodation needs.
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The BC Human Rights Code prohibits discrimination based on protected characteristics such as disability, race, gender, and age.
Navigating termination conversations
Terminating an employee is a difficult but sometimes necessary decision. A structured, clear, and respectful approach ensures fairness and professionalism while maintaining a supportive and legally compliant workplace.
Communicate the decision clearly
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Hold the conversation in a private, neutral setting to ensure respect and confidentiality.
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Be direct and clear about the decision, avoiding vague or ambiguous language.
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Ensure the employee understands the reason for termination (e.g., performance concerns, restructuring, or end of contract).
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Give the employee time to process the information and ask questions.
💭 Consideration
A youth with a disability such as fetal alcohol spectrum disorder (FASD) may need extra time to process information. An employer is making sure to pause regularly and allow additional time for responses in termination conversations to be more accessible.
Many accommodations cost nothing, and those that do typically cost less than $500.
Provide written documentation
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Issue a formal termination letter outlining the decision and next steps.
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Include information on final wages, benefits, severance (if applicable), and returning company property.
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Document the discussion for Human Resource records, ensuring compliance with company policies.
💭 Consideration
Employees with a learning disability might find complex information difficult to process. An employer has started ensuring termination letters and related documents are written in plain language with clear formatting to enhance readability.
Many accommodations cost nothing, and those that do typically cost less than $500.
Communicate with the team
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Inform the team professionally and respectfully while maintaining confidentiality.
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If appropriate, share a general announcement to acknowledge the employee’s departure.
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Reassign responsibilities and ensure workload coverage.
💭 Consideration
Employees with disabilities such as Autism may struggle with sudden change in the workplace. An employer ensures to clearly explain the termination and next steps to the team in a structured and reassuring way to be more inclusive.
Many accommodations cost nothing, and those that do typically cost less than $500.
Offer support where possible
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Provide job search resources, severance details, or transition support if appropriate.
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Clarify whether a reference will be available for the employee in the future.
💭 Consideration
A youth with disabilities who has limited work experience may need help navigating job searches. The employer offers a list of accessible job support programs to help them transition smoothly.
Many accommodations cost nothing, and those that do typically cost less than $500.
📑 Template
Setting SMART goals template
Step 1: Prepare before the conversation
⬜ Ensure the conversation is not a surprise. Whenever possible, regular check-ins and ongoing discussions about expectations and performance should take place beforehand.
⬜ Review the employee’s performance, accommodations, and relevant policies.
⬜ Gather necessary documentation and identify available resources to support the conversation.
⬜ Ensure accessibility by arranging for accommodations (e.g., communication aids, written summaries, support persons).
⬜ Choose a private, quiet, and comfortable setting that respects confidentiality.
Step 2: Open the conversation
⬜ Begin with a warm, respectful, and non-judgmental tone to set a supportive atmosphere.
⬜ Clearly state the purpose of the meeting to reduce uncertainty.
💡 Example
Try saying, "Thank you for meeting with me today. I want to have an open and supportive conversation about your role here and some changes that may be coming."
Step 3: Address the resignation or termination
Addressing resignation
⬜ Ask open-ended questions to understand the employee’s decision.
💡 Example
Try saying, "Would you be comfortable sharing what led to your decision to resign? Is there any support we can provide?"
⬜ Offer support where possible (e.g., references, transition assistance, information about government or community resources, etc.)
⬜ Discuss next steps (e.g., notice periods, transition planning, etc.)
⬜ Confirm the resignation in writing.
⬜ Ensure the employee understands their rights and final pay details.
Addressing termination
⬜ Be direct but compassionate.
💡 Example
Try saying, "We appreciate the contributions you have made here. Unfortunately, we need to discuss an important change regarding your employment."
⬜ Clearly explain the reasons for termination and provide a written document so the employee can process the information at their own pace.
⬜ Ensure the employee understands their rights, final pay, benefits, and severance (if applicable).
⬜ Share any available transition support (e.g., job search resources, accommodations, etc.).
⬜ Share any available support resources (e.g., community resources, government programs, mental health and counselling, etc.)
⬜ Provide constructive feedback that focuses on growth and future opportunities if appropriate.
⬜ Provide the employee a reference or recommendation letter if possible.
⬜ Encourage the individual to ask questions or express concerns.
Step 4: Close the conversation
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Summarize key points and confirm the employee’s understanding.
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Express appreciation for their time and contributions.
Example
Try saying, "We are grateful for your contributions here. If you need further support, please reach out, and we will do our best to help."
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Provide follow-up details in writing to ensure clarity.
Step 4: Follow-up
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Check in if appropriate, especially if the individual may need additional support.
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Ensure all documentation is completed for Human Resource records while maintaining confidentiality and legal compliance.
Final considerations:
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Maintain dignity and respect throughout the conversation to ensure the process is professional and compassionate.
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Be mindful of communication styles and accessibility needs. Some employees may need additional processing time, written summaries, or alternative formats.
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Encourage a positive transition by focusing on strengths and future opportunities, helping the employee move forward with confidence.
More resources
Adopting goal setting practices is a great place to start, but building inclusive professional development opportunities goes even further. These resources provide additional learning and support to fostering engagement and growth for youth with disabilities.
Further learning
For more information on inclusive hiring, explore the CanWork BC youth tool Employment Navigation workbook (PDF 3.1 MB). This resource can serve as a reference for further learning or be shared with youth to help them confidently navigate the hiring process.
Employment support for youth
Want to support youth with disabilities in their employment journey? Share our CanWork BC youth tool, an interactive platform designed to help youth with disabilities navigate employment with confidence. This resource empowers youth with disabilities by providing self-guided information, activities, and support.
Disclaimer
The content above is not a substitute for professional legal advice. Please refer to the included links or consult official legislation and resources for current and accurate information.
This resource is intended to help employers understand their rights and responsibilities when hiring youth with disabilities. It provides information on key concepts and directs users to relevant resources.
Resignation and termination conversation checklist
Navigate resignation and termination discussions with youth employees with disabilities in a way that is clear, supportive, and considerate of the individual's needs.