ITS Access Termination for Transferring Employees
- Cassandra Rinker
When an employee transfers from one WVU department to another or has a specific job assignment ended, their access to physical facilities and information systems for that assignment must be terminated appropriately to keep university data and technology resources secure.
Supervisors, or designated support staff, are responsible for ensuring the transferring employee has all assigned system roles removed from University information systems.
The transferring employee is responsible for returning all University-owned equipment and moving appropriate WVU data from personal network drives to departmental shared drives.
Supervisor steps for terminating job assignment access
System and device access
Remove the job-specific roles assigned to the individual within University information systems such as:
Faculty role in Banner
Job-specific MAP user responsibilities (e.g., WVU GL Budget, Receiver, WVU DM Central Finance, WVU Grants View)
Departmental access in WVU+kc (e.g., Award Viewer, Protocol approver)
Remove access for all third-party systems that do not use WVU Login for authentication.
Remove individual from departmental/shared email accounts, shared calendars, meetings, documents, and Teams.
Change the password for any departmental shared accounts to which the employee had access.
Remove individual from departmental SharePoint and network drive after identifying files the individual has on their computer/personal drive that should be transferred to departmental drive.
Remove/transfer license for University-licensed software purchased specifically for the position the person is leaving (e.g., Visio, Adobe Acrobat).
Remove individual from departmental listservs and email groups.
Ensure all hard copy files the employee may have had at home are returned.
Collect University-owned device. Contact IT support to sanitize machine prior to reusing within department.
Physical access
Remove building and/or specific room access by contacting the building supervisor.
Collect office keys, vehicle keys.
Change safe codes.
Change security codes.
Financial considerations
Cancel/transfer subscriptions/memberships department pays specifically for the position the person is leaving.
Ensure all expenses are submitted in MyExpenses.
Cancel planned training/travel.
Collect Pcard, if applicable.
Request wvOASIS access removal.
Disconnect/transfer telephone number.
Miscellaneous
Ensure Knowledge Transfer to supervisor and/or replacement employee.
Remove individual from departmental website/directory.
Update departmental org charts.
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 transferring employees, contact Shared Services.