Body
Topic
Offboarding Information
Environment (Products involved such as e.g. hardware, software, network)
Ticketing System, Microsoft Office, Teams, OneDrive, Phone
Resolution or Steps
-
Offboarding Notification Ticket to Technology Services
- For staff and faculty positions
- Supervisors can work directly with Human Resources who will submit the offboarding notification ticket to Technology Services.
- For contractors and volunteer positions
- Supervisor should submit the offboarding notification ticket to Technology Services.
- For student workers
- Student worker’s supervisor should submit the offboarding notification ticket to Technology Services for any student worker that had any employee access requested for them. This is needed to remove any special access previously granted; ISRS, shared email inboxes and shared calendars, Perceptive Content etc.
- Prior to the Last Working Day - Action Items for Supervisor and/or Employee:
A. Supervisor Advise Departing Individual to Turn in Technology Equipment
- Supervisor to advise departing individual to turn in all HTC technology equipment used at home along with their laptop to the Technology Services Office on either campus no later than their last working day.
B. Employee Place Out of Office Message on Outlook
- Advise departing individual to put an out of office message on Outlook directing them who to contact going forward.
- If not done before employee leaves, supervisor will need to submit a ticket to IT and supply the requested verbiage for the Out of Office Message. IT will then submit a ticket to the System Office.
C. Email Forwarding (Must have HR Approval)
- The supervisor obtains HR approval and then submits a ticket (attaching HR approval to the ticket) requesting email forwarding. Include name/email address of person email should be forwarded to. Email forwarding is temporary and will end in 90 days (about 3 months). If additional time is needed, supervisors must submit a request to IT to extend the forwarding past the original 90 days.
D. Supervisor to Request Department to Remove Employee from Department Managed Teams Group & Department Email Groups
- Remove departing individual from Department Managed Teams Groups. IT does not have access to department managed/created teams.
- Remove departing individual from any department managed email groups, shared department calendars, etc. (Department Admin Assistants Typically Have Access)
- If the employee is the only owner of a department managed Teams team, be sure to have the employee change ownership before their last day. IT does not have access to department managed/created teams.
- There may be other documents not stored on a department shared drive. For example, items that might be stored on their desktop (not recommended to store files on desktop). These would need to be shared by the employee with the supervisor before their separation.
E. Supervisor to Obtain Access to Department Relevant OneDrive Files from Employee (if needed/applicable)
- Employee to share OneDrive Files with Supervisor
- If not done before the employee leaves, the supervisor will need to obtain HR approval for the one drive access and submit a ticket to IT attaching HR’s email approval. IT will then need to submit a ticket to the System Office. Data may only be available for a limited amount of time.
F. Supervisor to Acquire Access to any Department Files / Department Forms
- There may be other documents not stored on a department shared drive. For example, items that might be stored on their desktop (although it is not recommended to store files on desktop). These would need to be shared by the employee with the supervisor before their separation.
G. Supervisor to Work with Employee on Transition Expectations & Documentation
- Communicate with departing individual on transition expectations and discuss transition planning such as: project status, deadlines, procedural documents, documentation on job responsibilities for successor to be successful.
3. General Information
A. Accounts
- Local Network Account are typically disabled after their last day of work. (ie log into HTC computers, HTC phone, HTC printing, & HTC network shared drives)
- If transferring to another Minn State institution, employee may still have access as part of the single tenant to email, shared OneDrive files, Microsoft Forms, etc. Essentially anything created with or shared with star id may go with them if items are not unshared or access removed.
B. Immediate End of Access
- To request immediate end of access, please contact service.desk@hennepintech.edu (this will auto create a ticket) and cc: the Chief Human Resources Officer (CHRO) and Chief Information Officer (CIO). Once CHRO approval is received, Technology Services will then submit a ticket to the System Office for processing.
C. Equipment Return
- Laptop and all college owned technology equipment that was being used at home (monitor, dock, keyboard, mouse, drives, etc.) should be returned to the Technology Services office on either campus no later than their last working day.
- Supervisor will need to submit a request when laptop is turned in in order to have laptop not re-imaged. If no request is received within 5 business days, laptops will be re-imaged and all data removed.
- Technology equipment normally used at the campus desk such as computer, dock, monitors, phone will typically stay with the desk. If the position will not be re-filled or the replacement staff will be working in a different location, the supervisor can notify Technology Services and submit a ticket to request pickup of the equipment.
4. Phone Extension
- Phone extensions will be deleted after the last working day, the extension will be unassigned and no voicemail available.
Resources