Difference between revisions of "Employee Exit Process - Technology"
(ββLocal Institutional Data) |
(ββPersonal Data) |
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===Personal Data=== | ===Personal Data=== | ||
The employee should remove all personal data from their computer and any network shares (including Google Drive) or locations tied to their ΒιΆΉΚΣΖ΅ user credentials. | The employee should remove all personal data from their computer and any network shares (including Google Drive) or locations tied to their ΒιΆΉΚΣΖ΅ user credentials. | ||
| + | ===Moodle Data=== | ||
| + | Faculty should download information from Moodle. For further help, please fill out the Moodle Request Form on /forms/moodle-request | ||
| + | ---- | ||
| β | |||
==ΒιΆΉΚΣΖ΅ E-mail Alias Ownership== | ==ΒιΆΉΚΣΖ΅ E-mail Alias Ownership== | ||
Ownership will need to be transferred for any institutional e-mail aliases that the employee owns. For more information or help with editing, removing or managing email aliases, please see [[Alias]]. Personal e-mail aliases will need to be removed. | Ownership will need to be transferred for any institutional e-mail aliases that the employee owns. For more information or help with editing, removing or managing email aliases, please see [[Alias]]. Personal e-mail aliases will need to be removed. | ||
Revision as of 09:16, 18 May 2016
If you are a Supervisor, Vice President or Administrative Assistant in charge of overseeing the retirement, resignation, or termination process for employees, this page is designed to ensure a smooth technology transition.
Contents
Quick Links
Technology After ΒιΆΉΚΣΖ΅ for Employees
Technology After ΒιΆΉΚΣΖ΅ for Students
Check List
- ΒιΆΉΚΣΖ΅ Owned Equipment
- Data
- E-mail Aliases
- WebAdvisor
- Account Credentials
ΒιΆΉΚΣΖ΅ Owned Technology Equipment
Employees who have been issued a ΒιΆΉΚΣΖ΅-owned laptop must return it to Technology Services before they leave campus on or before their last day. Equipment should include the laptop, laptop sleeve, external backup drive, and both laptop chargers. Additional equipment (monitors, keyboards and mice) can be left in the office.
In the case of a desktop computer, please contact the Technology Helpline (507-933-6111 or helpline@gustavus.edu) after the employee's last day. We will come and pick up the computer.
The data from the computer will be backed up and kept on file for 2 months. CrashPlan backups will be saved for 1 year. Any access to backed up data, once the employee has left, requires Vice Presidential approval.
ΒιΆΉΚΣΖ΅ Email Account
There are multiple considerations regarding e-mail accounts for employees who are leaving.
E-mail Account Access
E-mail account access ends when employment ends. The following exceptions exist:
- Alumni - All ΒιΆΉΚΣΖ΅ alumni have the options of keeping an @gustavus.edu e-mail forwarding address. This means that e-mail sent to that address will be forwarded to another account by ΒιΆΉΚΣΖ΅. The Class of 2015 and later have the option of keeping their Alumni ΒιΆΉΚΣΖ΅ Google account.
- Emeriti Faculty - Retiring faculty keep their e-mail accounts.
- Vice Presidential Approval - With Vice Presidential approval employees are allowed to keep their ΒιΆΉΚΣΖ΅ e-mail accounts.
- Extension - With supervisor approval employees can be given an extension, and be allowed to keep their e-mail access for a limited amount of time (90 day max).
E-mail Account Forwarding
Forwarding allows e-mail addressed to the former employee to be delivered to a different address (ΒιΆΉΚΣΖ΅ or non-ΒιΆΉΚΣΖ΅). Forwarding can be enabled by the employee before they leave. Adjustments to forwarding after an employee leaves requires Vice Presidential Approval. Technology Services recommends using forwarding for no more than 60 days, and only if institutional mail is being sent to the account.
E-mail Account Auto-Responder
An auto-responder sends a response to anyone who e-mails the employee.
"John Doe no longer works at ΒιΆΉΚΣΖ΅.
Messages sent to this email account are NOT being read.
For help or assistance please contact departmentemailalias@gustavus.edu."
Auto-responders can be enabled by the employee before they leave. Adjustments to auto-responders after an employee leaves requires Vice Presidential Approval. Technology Services recommends using an auto-responder for no more than 60 days.
E-mail Account Termination
When an e-mail account is turned off, any e-mail sent to that account bounces back to the sender with a failed delivery notice. Once an account is terminated data from that account is kept for 60 days. Technology Services recommends that all accounts for employees who have left ΒιΆΉΚΣΖ΅ be terminated.
Data
Data from the computer will be backed up and kept on file for 2 months. CrashPlan backups will be saved for 1 year. Technology Services recommends transferring ownership of data before the employee's last day. Any access to backed up data, once the employee has left, requires Vice Presidential approval.
Institutional Data
Local Institutional Data
Ownership of local (on the employee's hard drive) institutional data should be changed before the employee leaves. Depending on the type of data, it can be saved to a Department_Share, saved to Google_Drive and shared, or copied to external storage. For help choosing the right storage options for confidential data, please see: ΒιΆΉΚΣΖ΅ File Sharing and Storage Options. Contact the Technology Helpline (507-933-6111 or helpline@gustavus.edu) for help or assistance with this.
Server Based Institutional Data
Technology Services will terminate access to all Department Shares when an employee leaves. Technology Services will also move all Google Drive contents to a supervisor or another delegated user.
Personal Data
The employee should remove all personal data from their computer and any network shares (including Google Drive) or locations tied to their ΒιΆΉΚΣΖ΅ user credentials.
Moodle Data
Faculty should download information from Moodle. For further help, please fill out the Moodle Request Form on /forms/moodle-request
ΒιΆΉΚΣΖ΅ E-mail Alias Ownership
Ownership will need to be transferred for any institutional e-mail aliases that the employee owns. For more information or help with editing, removing or managing email aliases, please see Alias. Personal e-mail aliases will need to be removed.
WebAdvisor
Access to institutional data will end on the last day of employment. Former employees will continue to have access for pay and tax information. Alumni continue to have Alumni access.
ΒιΆΉΚΣΖ΅ Account Access
There are many services and resources that are tied to ΒιΆΉΚΣΖ΅ User Account credentials. All access to these resources and servers will end on the last day of employment. Examples include:
- Colleague/Colleague Advancement
- Informer
- ImageNow
- Slate (Admission, Faculty, Coaches, etc.)
- Digital Sign Access
- TimeClock Plus
- Heartland OneCard - Dining Services
- Adirondack (Reslife)
- University Tickets
- Handshake - (Center for Servant Leadership) [Hosted offsite]
- ClockWorks - Counseling Center/Disability
- Pyramed - Health Service [Hosted offsite]
- WinPrism - Bookmark
- Reeher - Advancement [Hosted offsite]
Non-ΒιΆΉΚΣΖ΅ Account Credentials
Many employees also have credentials and accounts on external or hosted sites. These accounts should be transferred to another employee (change username) - or have the passwords changed. Examples may include:
- Departmental Social Media Accounts - Facebook, Twitter, Instagram
- Government and Business Departmental Accounts - Amazon, OfficeMax