Technology Considerations for Supervisors When Employees Are Leaving

Modified on Tue, 25 Jul 2023 at 03:33 PM

As a supervisor or manager, it is important to consider technology-related matters when an employee is leaving the University. It is your responsibility to make sure that all University equipment is returned by the employee prior to their departure and maintain a continuity of the services and communications provided by your departing employee. It is recommended that you have a conversation with the employee in advance to coordinate the exit and avoid any lapse in access or service. Below is a checklist that you can use during the conversation to guide you and your employee through the process. Please print this list and use it as a reference during your conversation.

Determine how the employee's email should be handled after employment ends. The email can be shut down or forwarded to another address temporarily. The email account is disabled one day 1 after the employment end date. In the event a supervisor needs access to the email please notify in advance of the employees seperation.

Determine if an email auto-responder is necessary during the transition period. If so, please provide the text that you would like to be displayed.

If the departing employee is a member of any Exchange mail groups, the supervisor should contact the group owner to replace or remove the departing person’s account name. If the departing employee owns a group or is the only group member, the supervisor should request a change of ownership (from IT, not the employee).

If the departing employee manages a stand-alone department mailbox, the supervisor should obtain the password for the mailbox from the employee and delegate the responsibility for checking the box.

Discuss with the employee where the important data on his/her computer resides and take action to move/copy this data if necessary.

If the departing employee receives any administrative database (Colleague) reports, the supervisor should inform IT so that they can replace (or remove) the departing employee’s account name. This step is especially important because, in some cases, a report that fails delivery to one recipient will also fail delivery to other (active employee) recipients.

Obtain any needed passwords or access codes to 3rd party services.

Change passwords to any University-related accounts to which the former employee may still have access.

Arrange for the return of University-issued equipment and software, such as laptops, laptop bags, peripherals, ergonomic items, etc. If these items cannot be physically returned to campus you can mail it back to campus via FedEx. IT can provide information on how to mail the items back to campus.

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