IT Checklist - Employee Leaving the University or Changing Departments

Supervisor checklist for an employee who is leaving the University or changing departments/roles.

Shared Resources

If any of the below items need to be revoked for your employee, please follow the instructions listed for that item.

• Does the employee have access to any shared drive(s) (typically, the T: drive)?  Please submit a request to remove their access, by selecting the 'Revoke Access' button in the service catalog.

• Does the employee have access to any email resource accounts (shared mailbox)?  Please submit a request to remove their access, by selecting the 'Revoke Access' button in the service catalog.

• Does the employee have Banner access?

  • If the employee is leaving the University, please complete this form:  Banner Access Termination Request
  • If the employee is changing departments or roles within the University, please complete this form:  Banner Security Access Request

• Does the employee have access to any department or project specific teams within Microsoft Teams?  If so, the owner of that team will need to remove their access from that team. 

• Does the employee have local administrator privileges on their University computer/laptop?  Please submit a request to have their privileges revoked.  If you are unable to ask the user prior to their departure, and do not know for sure, please submit a request for IT personnel to check and remove if necessary.

• Does the employee's email account need to have an auto-reply message configured?  If so, please have them set it prior to their departure. 

Computing Devices

Please submit a request to have the employee's computing device(s) re-imaged once their last day is completed and prior to use by another employee.

  ► If the computer is a shared computer, please indicate this in the request so that we know to only remove that user's profile from the system.

The supervisor should work with employee prior to their departure to secure any documents or emails from the employee's profile that is needed for University business.  In the event that data is able to be retrieved before the employee leaves, IT can assist with data retrieval.

► iPads/tablets - the employee needs to log in and reset the device to factory settings prior to leaving.  This can be done with the assistance with IT or AT if needed.

Phone

Regardless of whether the employee is leaving the University or transferring to a new department, Telecom needs to be informed.  Not only does it affect departmental billing, but Telecom is also in charge of keeping the 911 roster up to date.  It is important that we know to whom the phones are assigned so as to not delay emergency responders in the event of an emergency. 

Please submit a request to have their phone adjusted for one of the following options: 

• deactivated or canceled
• assigned to another user (if applicable)
• forwarded to a departmental resource account

Mobile Hotspots

If the employee had a mobile hotspot assigned to them, and you do not have anyone else to assign it to for a period of time, you can request to suspend the service.   Please review the information regarding service suspension and submit a request here.