When a university employee announces his or her separation, supervisors are encouraged to review the System Access Removal Procedure, a resource to use in conjunction with Human Resources’ Separation Checklist (PDF).

During an employee’s separation, these documents help supervisors preserve access to the employee’s electronically stored information, systems and applications, which may include, but not be limited to: email, Google docs, items stored on departmental file shares, account names, encryption keys, and associated encryption passwords.

OIT and Human Resources also recommend that supervisors involve their departmental IT support early in the separation process to help identify stored items and points of access. The practical guidance in these documents will help both the supervisor and the employee make a smooth organizational transition.