Process for Immediate Separation of Employment to Help Ensure Data Security

The following process is to be used where immediate employment separation is required due to concern for the safety of University resources. 

1. The appropriate departmental representative will work with Employee Relations staff when they know they will need to terminate a staff member's employment in this manner. 
   
2. The appropriate departmental representative will notify an Employee Relations staff member that they want all system access disabled at a certain date/time.
   
3. The Employee Relations staff member will contact the Identity and Access Management Office to have all account accesses disabled.
   
4. The appropriate departmental representative will fill out a LAN account delete form after the above steps have been completed.  Special notes will need to be indicated in the comment section if the Zone is to not process the form until an investigation has been completed.  Otherwise, Zone staff will proceed with removing group access and deleting the home directory.  Please note that this form requires signature from a department head or technical coordinator.

Note: It is not an option to set an 'out of office' email message for an employee that has been terminated.  Departments are strongly encouraged to use generic email accounts as the first point of contact for their department.  Examples would be websites, business cards and publications.  This generic email address or a departmental web site should be used as an alternate point of contact when employees are corresponding directly with customers.  It is also recommended that a generic email account be used for replies when large requests for information are sent out.