Departing Student Employee IT Checklist for Supervisor

The purpose of this FAQ is to provide supervisors of student employees some guidance related to information technology for when student employees leave employment.  This page can be printed if needed.

Key items to remember...

  • Student accounts may remain active after termination of employment.  Students keep their NinerNET accounts for approximately 1 year after last enrollment.
  • Beginning in January 2024, disabled student accounts and associated data will be deleted after 2 years of being inactive.
  • Employment related files owned by former student employees who are still active students will not be able to be moved by administrators.  Files should be handled prior to termination of employment.
  • Google Shared drives / Dropbox Team Folders should be used for student produced files & data.

See the following table for 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
YES/NO Does the student employee have access to any department delegated email accounts?  See this FAQ
GOOGLE CALENDAR
YES/NO Does the student employee have access to any department shared calendars?  See this Google Help page
GOOGLE GROUPS
YES/NO

Does the student employee have access to any department Google Groups?  See this FAQ
SHARED FILES IN PERSONAL STORAGE
YES/NO Does the student employee have files shared to the department on their Google My Drive, personal Dropbox, or OneDrive (uncommon)?  See this FAQ
DEPARTMENT SYSTEMS
YES/NO Does the student 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
YES/NO Does the student employee have door access to restricted department physical spaces?
Contact your department Open Options administrator
UNIVERSITY OWNED HARDWARE/DEVICES
YES/NO Does the student employee have University owned hardware/devices?  Example: Laptop
Collection should be coordinated by supervisor

 

Print Article