Difference between revisions of "Employee Exit Process - Technology"
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==Quick Links== | ==Quick Links== | ||
[[Technology_after_鶹Ƶ_for_Employees | Technology After 鶹Ƶ for Employees]]<br> | [[Technology_after_鶹Ƶ_for_Employees | Technology After 鶹Ƶ for Employees]]<br> | ||
[/gts/Technology_after_鶹Ƶ Technology After 鶹Ƶ for Students] | [/gts/Technology_after_鶹Ƶ Technology After 鶹Ƶ for Students] | ||
| + | ==Goals== | ||
| + | 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. | ||
| + | |||
| + | It is imperative that you as a supervisor help the employee who is leaving transfer ownership of all work related files to you or another person in your organization prior to their departure. You should also stress to the employee the importance of removing or deleting all personal files and emails from their account before they leave as these files are the property of 鶹Ƶ, and could be turned over to another employee. | ||
==Check List== | ==Check List== | ||
| − | *鶹Ƶ Owned Equipment | + | *鶹Ƶ-Owned Equipment |
| − | * | + | *Email |
*Data | *Data | ||
| − | * | + | *Email Aliases |
| − | * | + | *My鶹Ƶ |
*Non-鶹Ƶ Account Credentials | *Non-鶹Ƶ Account Credentials | ||
| Line 16: | Line 18: | ||
Employees who have been issued a 鶹Ƶ-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. | Employees who have been issued a 鶹Ƶ-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, | + | In the case of a desktop computer, we will come and pick up the desktop after the employee's last day. |
| − | The data from the computer will be backed up and kept on file for | + | The data from the computer will be backed up and kept on file for 30 days. CrashPlan backups will be saved for 3 months. '''Any access to any data''', once the employee has left, will involve submitting a request to the Data Governance Committee, and approval from 2 Vice Presidents. <!-- For more information on Data Governance, please see: insert page here. --> |
---- | ---- | ||
==鶹Ƶ Email Account== | ==鶹Ƶ Email Account== | ||
| − | There are multiple considerations regarding | + | There are multiple considerations regarding email accounts for employees who are leaving. Please let Technology Services know if you have any requests or changes regarding account access. |
===Email Account Access=== | ===Email Account Access=== | ||
| − | + | For 鶹Ƶ Staff (Administrator and Support Staff) User Account (email) access ends when employment ends. For all others (Faculty, Emerita and Retirees) please see the list below for allowances. | |
| − | + | When account access ends - | |
| − | A universal '''auto-responder''' will be set on the account. An auto-responder sends a response to anyone who sends | + | A universal '''auto-responder''' will be set on the account. An auto-responder sends a response to anyone who sends email to the account. |
<blockquote> | <blockquote> | ||
"FirstName LastName no longer works at 鶹Ƶ. | "FirstName LastName no longer works at 鶹Ƶ. | ||
Messages sent to this email account are NOT being read. | Messages sent to this email account are NOT being read. | ||
| − | For | + | For assistance please contact DepartmentEmailAlias@gustavus.edu." |
</blockquote> | </blockquote> | ||
| − | '''After 30 days''', the auto-responder will be turned off, and any messages sent to the account will bounce back to the sender with | + | '''After 30 days''', the auto-responder will be turned off, and any messages sent to the account will bounce back to the sender with a user unknown message. |
| − | The following | + | The following allowances exist: |
| − | * Alumni - Alumni who are also employees are given an employee 鶹Ƶ User (email) account when they are hired. Access to the employee account will end when employment ends. Alumni who are employees, who only have one account may keep their account with approval from their supervising Vice President. | + | * '''Alumni''' - Alumni who are also employees are given an employee 鶹Ƶ User (email) account when they are hired. Access to the employee account will end when employment ends. Alumni who are employees, who only have one account may keep their account with approval from their supervising Vice President. |
| − | * Faculty - | + | *'''Adjunct and Visiting Faculty''' - are allowed to keep their accounts and all the privileges that go with their accounts for 60 days past the last day of their last semester. After 60 days their access to the account will end. |
| − | * | + | *'''Tenure-Track Faculty''' - are allowed to keep their accounts and all the privileges that go with their accounts for 60 days (or longer if approved by the ʰDZDz’s Office) past the last day of their employment at the College. |
| − | * | + | * '''Emeriti Faculty''' (20 years of service and age 60+) - are allowed to keep their accounts and all the privileges that go with their accounts indefinitely with approval from the ʰDZDz’s Office. |
| − | * Vice Presidential Approval - With Vice Presidential approval employees are allowed to keep their 鶹Ƶ accounts. | + | * '''Retiring Employees''' (20 years of service and age 60+) - are allowed to keep their accounts with the approval from their supervising Vice President. |
| − | * Extension - With supervisor approval employees can be given an extension, and be allowed to keep their access for a limited amount of time. | + | * '''Vice Presidential Approval''' - With Vice Presidential approval employees are allowed to keep their 鶹Ƶ accounts. |
| + | * '''Extension''' - With supervisor approval employees can be given an extension, and be allowed to keep their access for a limited amount of time. | ||
==Data== | ==Data== | ||
| − | Data from the computer will be backed up and kept on file for 30 days. CrashPlan backups will be saved for | + | Data from the computer will be backed up and kept on file for 30 days. CrashPlan backups will be saved for 3 months. Technology Services recommends transferring ownership of data before the employee's last day. '''Any access to any data''', once the employee has left, will involve submitting a request to the Data Governance Committee, and approval from 2 Vice Presidents. For more information on Data Governance, please see: [[Data_Governance|Data Governance]]. To submit a request for access to data, please visit [/account/datagov/request Data Governance Request Form]. |
===Institutional Data=== | ===Institutional Data=== | ||
| Line 52: | Line 55: | ||
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: [/gts/security/filesharing.php 鶹Ƶ File Sharing and Storage Options]. Contact the Technology Helpline (507-933-6111 or [mailto:helpline@gustavus.edu helpline@gustavus.edu]) for help or assistance with this. | 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: [/gts/security/filesharing.php 鶹Ƶ File Sharing and Storage Options]. Contact the Technology Helpline (507-933-6111 or [mailto:helpline@gustavus.edu helpline@gustavus.edu]) for help or assistance with this. | ||
| − | ====Server Based Institutional Data==== | + | ====Server-Based Institutional Data==== |
| − | Technology Services will terminate access to all [[Department_Share | Department Shares]] when an employee leaves. | + | Technology Services will terminate access to all [[Department_Share | Department Shares]] when an employee leaves. Google Team Drive owners are responsible for removing members who leave the institution or are no longer part of the group. Google Drive document ownership should be moved prior to the employee's last day, or a request for data transfer will need to be completed, please visit [/account/datagov/request Data Governance Request Form]. |
===Personal Data=== | ===Personal Data=== | ||
| Line 61: | Line 64: | ||
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| − | ==鶹Ƶ | + | ==鶹Ƶ Email Alias Ownership== |
| − | Ownership will need to be transferred for any institutional | + | Ownership will need to be transferred for any institutional email aliases that the employee owns. For more information or help with editing, removing or managing email aliases, please see [[Alias]]. Personal email aliases will need to be removed. |
---- | ---- | ||
| + | |||
==Web and Form Editing Permissions== | ==Web and Form Editing Permissions== | ||
Access to edit 鶹Ƶ web pages and online forms should expire at the end of your employment. Since this is not an automatic process, notification should be sent to the [mailto:web@gustavus.edu Web Services office] of Technology Services. At that time, you may additionally request that your Concert and/or form access be transferred to another employee of the College. To view the websites that you have access to, sign in to the website and visit [/concert /concert]. To view your forms, sign in to the website and visit [/forms/admin/ /forms/admin]. | Access to edit 鶹Ƶ web pages and online forms should expire at the end of your employment. Since this is not an automatic process, notification should be sent to the [mailto:web@gustavus.edu Web Services office] of Technology Services. At that time, you may additionally request that your Concert and/or form access be transferred to another employee of the College. To view the websites that you have access to, sign in to the website and visit [/concert /concert]. To view your forms, sign in to the website and visit [/forms/admin/ /forms/admin]. | ||
| + | ---- | ||
| − | == | + | ==My鶹Ƶ== |
| − | Access to institutional data will end on the last day of employment. Former employees | + | Access to My鶹Ƶ and all institutional data will end on the last day of employment. Former employees can retrieve pay and tax information by contacting the Payroll or Human Resources Office. Alumni continue to have Alumni access. |
---- | ---- | ||
Latest revision as of 10:28, 21 February 2022
Contents
Quick Links
Technology After 鶹Ƶ for Employees
Technology After 鶹Ƶ for Students
Goals
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.
It is imperative that you as a supervisor help the employee who is leaving transfer ownership of all work related files to you or another person in your organization prior to their departure. You should also stress to the employee the importance of removing or deleting all personal files and emails from their account before they leave as these files are the property of 鶹Ƶ, and could be turned over to another employee.
Check List
- 鶹Ƶ-Owned Equipment
- Data
- Email Aliases
- My鶹Ƶ
- Non-鶹Ƶ Account Credentials
鶹Ƶ Owned Technology Equipment
Employees who have been issued a 鶹Ƶ-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, we will come and pick up the desktop after the employee's last day.
The data from the computer will be backed up and kept on file for 30 days. CrashPlan backups will be saved for 3 months. Any access to any data, once the employee has left, will involve submitting a request to the Data Governance Committee, and approval from 2 Vice Presidents.
鶹Ƶ Email Account
There are multiple considerations regarding email accounts for employees who are leaving. Please let Technology Services know if you have any requests or changes regarding account access.
Email Account Access
For 鶹Ƶ Staff (Administrator and Support Staff) User Account (email) access ends when employment ends. For all others (Faculty, Emerita and Retirees) please see the list below for allowances.
When account access ends -
A universal auto-responder will be set on the account. An auto-responder sends a response to anyone who sends email to the account.
"FirstName LastName no longer works at 鶹Ƶ. Messages sent to this email account are NOT being read. For assistance please contact DepartmentEmailAlias@gustavus.edu."
After 30 days, the auto-responder will be turned off, and any messages sent to the account will bounce back to the sender with a user unknown message.
The following allowances exist:
- Alumni - Alumni who are also employees are given an employee 鶹Ƶ User (email) account when they are hired. Access to the employee account will end when employment ends. Alumni who are employees, who only have one account may keep their account with approval from their supervising Vice President.
- Adjunct and Visiting Faculty - are allowed to keep their accounts and all the privileges that go with their accounts for 60 days past the last day of their last semester. After 60 days their access to the account will end.
- Tenure-Track Faculty - are allowed to keep their accounts and all the privileges that go with their accounts for 60 days (or longer if approved by the ʰDZDz’s Office) past the last day of their employment at the College.
- Emeriti Faculty (20 years of service and age 60+) - are allowed to keep their accounts and all the privileges that go with their accounts indefinitely with approval from the ʰDZDz’s Office.
- Retiring Employees (20 years of service and age 60+) - are allowed to keep their accounts with the approval from their supervising Vice President.
- Vice Presidential Approval - With Vice Presidential approval employees are allowed to keep their 鶹Ƶ accounts.
- Extension - With supervisor approval employees can be given an extension, and be allowed to keep their access for a limited amount of time.
Data
Data from the computer will be backed up and kept on file for 30 days. CrashPlan backups will be saved for 3 months. Technology Services recommends transferring ownership of data before the employee's last day. Any access to any data, once the employee has left, will involve submitting a request to the Data Governance Committee, and approval from 2 Vice Presidents. For more information on Data Governance, please see: Data Governance. To submit a request for access to data, please visit Data Governance Request Form.
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: 鶹Ƶ 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. Google Team Drive owners are responsible for removing members who leave the institution or are no longer part of the group. Google Drive document ownership should be moved prior to the employee's last day, or a request for data transfer will need to be completed, please visit Data Governance Request Form.
Personal Data
The employee should remove all personal data from their computer and any network shares (including Google Drive) or locations tied to their 鶹Ƶ user credentials.
Moodle Data
Faculty should download information from Moodle. For further help, please fill out the Moodle Request Form on /forms/moodle-request
鶹Ƶ Email Alias Ownership
Ownership will need to be transferred for any institutional email aliases that the employee owns. For more information or help with editing, removing or managing email aliases, please see Alias. Personal email aliases will need to be removed.
Web and Form Editing Permissions
Access to edit 鶹Ƶ web pages and online forms should expire at the end of your employment. Since this is not an automatic process, notification should be sent to the Web Services office of Technology Services. At that time, you may additionally request that your Concert and/or form access be transferred to another employee of the College. To view the websites that you have access to, sign in to the website and visit /concert. To view your forms, sign in to the website and visit /forms/admin.
My鶹Ƶ
Access to My鶹Ƶ and all institutional data will end on the last day of employment. Former employees can retrieve pay and tax information by contacting the Payroll or Human Resources Office. Alumni continue to have Alumni access.
鶹Ƶ Account Access
There are many services and resources that are tied to 鶹Ƶ 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 - Academic Support Center
- Titanium - Counseling Center
- Pyramed - Health Service [Hosted offsite]
- WinPrism - Bookmark
- Reeher - Advancement [Hosted offsite]
Non-鶹Ƶ 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