Difference between revisions of "Employee Exit Process - Technology"
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==鶹Ƶ Email Account== | ==鶹Ƶ Email Account== | ||
There are multiple considerations regarding e-mail accounts for employees who are leaving. | There are multiple considerations regarding e-mail accounts for employees who are leaving. | ||
| − | === | + | ===Email Account Access=== |
| − | Typically e-mail account access ends when employment ends. | + | Typically, 鶹Ƶ User Account (e-mail) account access ends when employment ends. The ''normal'' protocol for exiting employees will include the following: |
| − | + | '''Account access''' will end at 4:30 on the last day of employment. | |
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| − | + | A universal '''auto-responder''' will be set on the account. An auto-responder sends a response to anyone who sends e-mail to the account. | |
| − | + | <blockquote> | |
| + | "FirstName LastName no longer works at 鶹Ƶ 鶹Ƶ College. | ||
| + | Messages sent to this email account are NOT being read. | ||
| + | For help or assistance please contact departmentemailalias@gustavus.edu." | ||
| + | </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 an user unknown message. | |
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| − | + | The following exceptions 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. | |
| − | ---- | + | * Faculty - With approval from the Office of the Provost, individual arrangements can be made regarding extended access, and forwarding options. |
| + | * Retiring Employees - Retiring (20 years of service and age 60+) employees may keep their accounts with approval from their supervising Vice President. | ||
| + | * Emeriti Faculty - Retiring faculty may keep their accounts with approval from the Office of the Provost. | ||
| + | * 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== | ||
Revision as of 14:54, 27 September 2017
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 鶹Ƶ for Employees
Technology After 鶹Ƶ for Students
Check List
- 鶹Ƶ Owned Equipment
- Data
- E-mail Aliases
- WebAdvisor
- 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, 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.
鶹Ƶ Email Account
There are multiple considerations regarding e-mail accounts for employees who are leaving.
Email Account Access
Typically, 鶹Ƶ User Account (e-mail) account access ends when employment ends. The normal protocol for exiting employees will include the following:
Account access will end at 4:30 on the last day of employment.
A universal auto-responder will be set on the account. An auto-responder sends a response to anyone who sends e-mail to the account.
"FirstName LastName no longer works at 鶹Ƶ. Messages sent to this email account are NOT being read. For help or 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 an user unknown message.
The following exceptions 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.
- Faculty - With approval from the Office of the Provost, individual arrangements can be made regarding extended access, and forwarding options.
- Retiring Employees - Retiring (20 years of service and age 60+) employees may keep their accounts with approval from their supervising Vice President.
- Emeriti Faculty - Retiring faculty may keep their accounts with approval from the Office of the Provost.
- 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 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 approval from 2 Vice Presidents.
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. 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 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 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.
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.
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.
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