Leaving UTC: IT Offboarding Checklist for Departments

Overview 

When students, faculty, and staff leave UTC, they will lose access to IT resources. This includes email, file storage, software, computer access, and phone services. Before your employee’s last day of work, complete this checklist to ensure business continuity and make note of access that needs to be removed.  This list can also be used when preparing for departmental transfers.

Access Grace Periods:

  • Faculty & Staff: 30 days after their Left UT Date, which is determined by the termination date in DASH. 
  • Students: 365 days after their Left UT Date, which is determined by graduation or the end of the last term attended.

Faculty and staff can extend the 30-day account expiration period up to 90 days from their Left UT Date by contacting the IT Help Desk. Departments may request for the former faculty, staff, or retiree to have extended access (1 year) to their UTC email account by sending a request to ithelp@utc.edu and asking to sponsor the account. Access granted by sponsorship will have a renewal review each June.

For more information on when UTC accounts expire, visit https://utc.teamdynamix.com/TDClient/2717/Portal/KB/ArticleDet?ID=148173.

Checklist

1) Prepare for your employee's last day in your department by writing down the following:

  • List of UTC computer equipment that will need to be returned by the employee.
  • Access to software used by the department that will need to be removed.
  • List of O365 teams’ sites, departmental mailboxes, or sharepoint sites that will need to have memberships changed or ownership transferred.
  • List accounts where the employee is the point of contact with any vendors or outside parties.
  • List any information on the UTC website that will need to be updated.

2) UTC Email Account

  • Have your employee forward over any important messages for follow up or copy a colleague on communication to ensure continuity.
  • Have your employee set an out of office message in outlook indicating they are no longer at UTC and provide alternate contacts. This can be set ahead of time using effective dates and customized between internal and external recipients.  We have included an example message below.

Greetings,

I am no longer employed at the University of Tennessee at Chattanooga and this e-mail account is not being actively monitored. Please refer to the contact information below to direct your communication to the appropriate individual.

<Service Delivery Area/Function>

<Name, email, telephone>

<Service Delivery Area/Function>

<Name, email, telephone>

Thank you,

3) O365/Google Documents, Sites (Teams, Sharepoint, etc), and Surveys

  • Prior to your employee’s last day, have them move any important resources (files, forms, etc) over to a departmental storage location (Teams, SharePoint, etc).  Files shared via their personal OneDrive are associated with the employees account and will no longer be available once their account has been removed.
    • Documents shared via personal OneDrive links start with the following liveutk-my.sharepoint.com/:b:/r/personal/
  • Prior to your employee’s last day, have them transfer ownership of any O365 Teams, Groups, SharePoint sites, Microsoft Forms, PowerBI Reports, or Google resources to a colleague.
  • Prior to your employee’s last day, have them transfer ownership of any Qualtrics surveys to a colleague.

For assistance, submit a request to IT for O365 help or Google help.

4) Software System Access

  • Centrally maintained software systems will have access removed as part of the IT off-boarding steps in the HR termination process. Below are examples of common software that is centrally managed.
    • Banner & Argos – access removed on the last day of employment or date of department transfer.
    • Zoom – access removed on the last day of employment.
    • Qualtrics - access removed on the last day of employment.
    • Adobe -- access removed on the last day of employment.
    • DASH - elevated access removed on the last day of employment.
    • O365 – access removed 30 days after the last day of employment.
  • On or after the last day of employment, remove any access to software systems that your area manages. 
  • If you need assistance with removing access, submit a request at https://utc.teamdynamix.com/TDClient/2717/Portal/Requests/ServiceDet?ID=49862.

5) Contact Information and Website References

  • Update contact information with any vendors or billing contacts where the employee leaving is the current contact.
  • Submit a request to the web team to with any website edits that are needed.

6) Computer Equipment

  • All UTC equipment will need to be returned to your department.
  • Submit a request to Information Technology once you are ready to transfer the computer equipment to a new employee so we can reset the device and update the network registration and primary user. Please do this at least a few days ahead of the new employee's start date.

 

 

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