The following is a checklist of technology considerations for supervisors with regard to employees who are exiting the University. Please note that an Employment Ending form must be filled out by the supervisor. Human Resources will send the link for the form to the supervisor. The supervisor should gather all the University equipment from the employee before they leave.
- 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.
- Determine how the employee's email should be handled after employment ends. The email can be shut down or forwarded to another address temporarily. IT keeps the accounts active for 1 week after the employment end date in the event a supervisor needs access to the email.
- Determine if an email auto-responder is necessary during the transition period.
- 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.
- Obtain any needed passwords or access codes.
- Arrange for the return of University-issued equipment and software, such as laptops, laptop bags, peripherals, ergonomic items, etc..
- Change passwords to any University-related accounts to which the former employee may still have access.