Departing Faculty/Staff IT Checklist for Supervisor

The purpose of this FAQ is to provide supervisors guidance for when non-student employees (faculty and staff) leave the University or transfer departments.  This page can be printed if needed.

Key items to remember

  • When leaving the University, non-faculty, non-student employee NinerNET accounts are terminated on the last day of employment.
  • When leaving the University, faculty NinerNET accounts are active for 150 days after the last day of employment.
  • Whenever possible, departing employees should be engaged in transitional activities prior to leaving - many of the below actions are more easily accomplished by employee/supervisor working together than system administrators after the fact. 
  • Google Shared drives / Dropbox Team Folders should be used by departments, committees, and collaboration of shared files & data as much as possible.
  • For transferring employees, ALL access should be reviewed - very little deprovisioning is done automatically.

See the following key IT related actions to consider.  This list is not exhaustive; departments may have unique IT situations that need to be addressed (e.g. specialized systems).

GMail

  • Does the employee have access to any department-delegated email accounts?  See this FAQ

Google Calendar 

  • Does the employee have access to any department shared calendars?  See this Google Help page
  • Is the employee an owner of any meetings that need to continue after departure?  See this Google Help page

Google Groups

  • Does the employee have access to any department Google Groups?  See this FAQ

Shared Files

  • Does the employee have files shared to the department stored on their Google My Drive, personal Dropbox, or OneDrive (uncommon)?  See this FAQ
  • Does the employee have access to Google Shared files, Dropbox Team Folders, or other shared file locations?  See this FAQ

Department Systems

  • Does the employee have access to systems used for their work in your department?  Example: Banner
  • Contact the specific system administrator - Contact the IT Service Desk for guidance

Door Access

  • Does the employee have door access to restricted department physical spaces?  Contact your department Open Options administrator

University-Owned Hardware/Devices

  • Does the student employee have University-owned hardware/devices?  Example: Laptop
  • Collection should be coordinated by supervisor

University Phone Extension

  • Contact the IT Service Desk for either scenario:
  • Does the employee have a University phone number that needs to be transferred to another employee? -OR-
  • Does the phone line need to be disconnected?
 
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