When a DMH workforce member terminates employment with the Department or transfers to another County department, all County issued property MUST be turned in to their immediate manager. All property must be returned to the appropriate DMH bureau/division/program custodian in order to release the liability the workforce member assumed upon receiving the assets.
 

DMH workforce members are expected to return assets such as, but not limited to, the following items:
 

ID Badge (HR)	Computing Workstation	SecurID Token
Parking Permit	Computer / Peripherals	USB Flash Drive
Garage/Gate Opener	Laptop and Accessories	Wireless Mobile Computing Device(s) and Accessories
Building Access Card	Specialized Software
Building/Facility Keys	Specialized Device(s)	Portable Wireless Hot Spot
MTA Parking Lot Key	Desk and Cabinet Keys	Manuals and Books

 

Prior to the actual day of termination or transfer, DMH workforce member must complete and return the Employee County Property Clearance form to immediate management.
 

All provided or assigned assets including data are the property of DMH and must be returned or released back to the Department for continued use and re-assignment. Should the device or data be protected by a PIN/Password or secured by an encryption key, the exiting workforce member is expected to unlock and reset the password. The workforce member’s manager must be able to set a new PIN/password to ensure the asset and/or data is accessible to future DMH responsible personnel.
 

Refusal or failure to return County property can amount to a crime, which could result in jail or prison sentences for those who unlawfully keep property that does not belong to them. (PEN §§ 484-485)
 

When the current supervisor or manager of a DMH workforce member becomes aware of their subordinate’s departure from the Department or from their respective bureau/division/program, they must submit a Service Catalog request to ensure the departing employee’s previously authorized privileges and access to all DMH resources is terminated. The supervisor or manager must inform Chief Information Office Bureau (CIOB) Help Desk about the departure of subordinate.
 

The current supervisor or manager of a DMH workforce member terminating from DMH or transferring interdepartmentally must verify the workforce member has returned all assigned County property. It is their responsibility to ensure County equipment is returned to the appropriate DMH bureau/division/program custodian. Every effort must be made to collect County property. Clearance may not be granted until the workforce member, along with their supervisor or manager, provides proof of the returned property. Upon validation, the current supervisor or manager shall sign the Employee County Property Clearance form. A Service Catalog request for CIOB Equipment Return must be submitted. The supervisor or manager must schedule an appointment with CIOB to return equipment.
 

Completed Employee County Property Clearance form must be submitted to DMH Human Resources Bureau (HRB) as soon as possible, but no later than one (1) business day following the workforce member’s last workday.

Note: Similar to the employment termination procedures, when a workforce member’s responsibility changes within DMH, the workforce member’s manager or supervisor must complete and submit a request to modify or remove access to County IT Resources that are no longer needed.
 

Managers/supervisors are NOT to reassign County property turned in by workforce member without first consulting with the appropriate DMH bureau/division/program custodian.
 

DMH HRB oversees most aspects of the Department’s employee relations responsibilities including termination or transfer. After making sure the workforce member has complied with employment and labor laws, DMH HRB must notify CIOB promptly to avoid any possible access misuse or abuse.
 

Upon receipt of Employee County Property Clearance form, DMH HRB must notify CIOB no later than the next business day. The notification should include the workforce member’s termination or transfer effective date. If the transfer is intradepartmental, DMH HRB must also indicate the release date from the existing program and the start date and new location where the workforce member shall be assigned.
 

If a workforce member is terminating from DMH or transferring interdepartmentally under emergent conditions, DMH HRB must notify CIOB no later than the end of the same business day.
 

CIOB must coordinate with system managers/owners to ensure all application access is terminated for workforce members who transfer within the Department or interdepartmentally to another County department, or are terminated from Los Angeles County employment (no longer works for DMH) no later than five (5) business days from DMH HRB’s notification.
 

When notified of an emergent condition by DMH HRB, CIOB must coordinate with system managers/owners to ensure all application access for workforce members terminating from DMH has been removed by the end of the same business day.
 

Upon receipt of DMH HRB’s notification, CIOB shall submit a Service Catalog request to system managers and application owners for removing the leaving, transferring, or terminating workforce member’s previously granted access to all DMH applications, computers, and data.