When an employee resigns or separates from the university, many departmental actions are triggered. To ensure systems access to employee data is properly managed during this transition, OIT has updated the university’s System Access Removal Checklist.

This Checklist helps supervisors preserve access to employees’ 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.

Some of the recent updates to this Checklist include:

• A formatting update to aid readability and to make it easier for managers and staff to follow recommendations in a true, printable checklist format.
• Addition of a reference chart to explain Data Access Availability after an employee’s account has been deactivated, following separation from the university.
• Addition of updated references and links to Human Resources (HR) checklists and employee relations guidance:
  • Human Resources – Employee Separation Checklist
  • Human Resources – Transferring Employee Separation Checklist (new)
  • Employee Relations – Employee Separations

Supervisors should review all checklists when employees announce their separation and take special note of what is not available after an account is deactivated. OIT and HR 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.