Employee Exit Process - Technology

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Goals

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.

It is imperative that you as a supervisor help the employee who is leaving transfer ownership of all work related files to you or another person in your organization prior to their departure. You should also stress to the employee the importance of removing or deleting all personal files and emails from their account before they leave as these files are the property of Gustavus, and could be turned over to another employee.

Check List

  • Gustavus-Owned Equipment
  • Email
  • Data
  • Email Aliases
  • WebAdvisor
  • Non-Gustavus Account Credentials

Gustavus Owned Technology Equipment

Employees who have been issued a Gustavus-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, we will come and pick up the desktop after the employee's last day.

The data from the computer will be backed up and kept on file for 30 days. CrashPlan backups will be saved for 3 months. Any access to any data, once the employee has left, will involve submitting a request to the Data Governance Committee, and approval from 2 Vice Presidents.


Gustavus Email Account

There are multiple considerations regarding email accounts for employees who are leaving. Please let Technology Services know if you have any requests or changes regarding account access.

Email Account Access

For Gustavus Staff (Administrator and Support Staff) User Account (email) access ends when employment ends. For all others (Faculty, Emerita and Retirees) please see the list below for allowances.

When account access ends -

A universal auto-responder will be set on the account. An auto-responder sends a response to anyone who sends email to the account.

"FirstName LastName no longer works at Gustavus Adolphus College. Messages sent to this email account are NOT being read. For 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 a user unknown message.

The following allowances exist:

  • Alumni - Alumni who are also employees are given an employee Gustavus 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.
  • Adjunct and Visiting Faculty - are allowed to keep their accounts and all the privileges that go with their accounts for 60 days past the last day of their last semester. After 60 days their access to the account will end.
  • Tenure-Track Faculty - are allowed to keep their accounts and all the privileges that go with their accounts for 60 days (or longer if approved by the Provost’s Office) past the last day of their employment at the College.
  • Emeriti Faculty (20 years of service and age 60+) - are allowed to keep their accounts and all the privileges that go with their accounts indefinitely with approval from the Provost’s Office.
  • Retiring Employees (20 years of service and age 60+) - are allowed to keep their accounts with the approval from their supervising Vice President.
  • Vice Presidential Approval - With Vice Presidential approval employees are allowed to keep their Gustavus 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 3 months. Technology Services recommends transferring ownership of data before the employee's last day. Any access to any data, once the employee has left, will involve submitting a request to the Data Governance Committee, and approval from 2 Vice Presidents. For more information on Data Governance, please see: Data Governance. To submit a request for access to data, please visit Data Governance Request Form.

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: Gustavus 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. Google Team Drive owners are responsible for removing members who leave the institution or are no longer part of the group. Google Drive document ownership should be moved prior to the employee's last day, or a request for data transfer will need to be completed, please visit Data Governance Request Form.

Personal Data

The employee should remove all personal data from their computer and any network shares (including Google Drive) or locations tied to their Gustavus user credentials.

Moodle Data

Faculty should download information from Moodle. For further help, please fill out the Moodle Request Form on https://gustavus.edu/forms/moodle-request


Gustavus Email Alias Ownership

Ownership will need to be transferred for any institutional email aliases that the employee owns. For more information or help with editing, removing or managing email aliases, please see Alias. Personal email aliases will need to be removed.


Web and Form Editing Permissions

Access to edit Gustavus 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 https://gustavus.edu/concert. To view your forms, sign in to the website and visit https://gustavus.edu/forms/admin.


WebAdvisor

Access to WebAdvisor and all institutional data will end on the last day of employment. Former employees can retrieve pay and tax information by contacting the Payroll or Human Resources Office. Alumni continue to have Alumni access.


Gustavus Account Access

There are many services and resources that are tied to Gustavus 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-Gustavus 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