ITS Access Termination for Departing Employees
- Cassandra Rinker
When an employee leaves the University, it is important that their access to physical facilities and information systems is terminated appropriately.
Supervisors, or designated departmental support staff, are responsible for ensuring departing employees have all assigned system roles removed from University information systems.
Departing employees are responsible for returning all University-owned equipment and moving appropriate WVU data from personal network drives to departmental shared drives.
Returning WVU-owned equipment
All WVU-owned equipment must be returned to the University, including desktops, laptops, or tablets. Devices should be taken to the appropriate IT support staff to sanitize and reuse within the University or be scheduled for collection by the University’s electronics recycler. IT groups should update their asset inventory accordingly.
Supervisor steps for terminating employee access
University email
Have departing employees provide a new point of contact to those with whom they regularly interact.
Have the employee set up an away message that automatically provides the new WVU point of contact as soon as possible, and at least two weeks before their end date.
Add the new contact information to the departing employee’s email signature as soon as possible, and at least two weeks before their end date.
Remove individual from reoccurring calendar meetings and/or transfer ownership of reoccurring meeting from individual to another employee.
Ensure the departing employee shares all important, work-related email content with coworkers.
Pursuant to the Electronic Mail Policy, the contents of University-issued email accounts are the property of the University. Departing employees may export contacts from their @mail.wvu.edu account and upload into a personal email account (or @retiree email account if retiring from WVU); however, exporting email content is strictly prohibited.
Ensure all work-related accounts registered to the employee are transferred to another employee.
Departing employees requesting a University retiree email account should claim their Retiree email account prior to their last day, although they have 365 days to do so. Please see How to Log into Your WVU Retiree Email Account for the First Time.
If you require access to a departing employee’s email account, that request must be submitted to your HR Partner no later than 15 days prior to the employee’s end date. Approved supervisor access will be limited to 30 days.
Network drives
Departing employees should move any information needed for departmental use from their personal network drive to the department or team’s shared network drive.
Departing employee should remove any personal information from their personal network drive.
WVU data
Departing employees MUST delete University data stored on a personally owned laptop, desktop or mobile device.
Ensure all hard copy files the employee may have had at home are returned or have been securely destroyed.
System or software access
Access to information systems that use WVU Login to access will be removed on the employee’s end date in MAP. Supervisors are responsible for ensuring the individual’s access is removed from any external systems that do not use WVU Login to access.
Supervisors are responsible for ensuring the departing employees have all assigned system roles removed from University information systems. Supervisors also should ensure appropriate system(s) access is granted to all existing employees who will be taking over the departing employee’s job duties.
Access to WVU.Encrypted will no longer be provided to the individual after their employment end date. If they require short-term access to the WVU network, they will need to register a new account for WVU.Guest.
Physical access
Contact the Building Supervisor to ensure the individual’s access to the building is removed on the last day of employment.
Collect office and vehicle keys.
Change safe codes and/or security codes.
Additional information
If you need assistance with access changes to ITS managed resources, contact the ITS Service Desk.
For more information about business-related processes for departing employees, visit the Shared Services Introduction to the Termination Process for Supervisors page.