What Do I Need to Do When an Employee Leaves My Department?
This guide covers the steps that a Department IT Coordinator should take when an employee leaves their department.
Please note that these processes only relate to IT clearances. This does not include the Employee Separation & Property Clearance process through HRDI or any separation processes through Auxiliary Services Human Resources or Associated Students Human Resources.
Employee is leaving the university
Primarily it is the responsibility of the employee's manager to retrieve the IT assets, but it may be easier for DITCs to look up information on assigned IT assets to assist with the process.
Want to know what IT assets are assigned to the employee? Open an IT Clearance Form and enter the employee's name. Then scroll down to the Assigned IT Assets section to see all of the assets that are assigned to the employee. Department-purchased assets may not show on this list, but all other assets should.
Remember that you can specify a date in the future for the account to be disabled, so you can submit this request before the employee's last day of work.
Follow the instructions to submit a request to disable the employee's email account.
It's recommended that you submit the IT Clearance Form no more than one week before the employee's last day of work to avoid confusion. The form can also be submitted after the employee's last day if necessary.
Follow the instructions to submit an IT Clearance Form for the employee.
Employee is transferring to another department on campus
Not sure who the new department's DITC is? Ask the employee or contact the IT Help Desk.
Contact the new department's DITC to discuss whether the employee will be bringing their existing phone and/or laptop to their department. Most of the time, the employee will bring both, but there are circumstances where either the phone or laptop needs to stay with the previous department (e.g., if the employee is using a department-purchased laptop/computer, it will stay with the previous department).
Remember that Schedule a Move Requests MUST be submitted at least 5 business days in advance!
Obtain the following information from the new department's DITC:
- Employee's New Office Location
- Employee's New Phone Jack Number
- Employee's New Data Jack Number (for laptop)
- Whether or not the new data jack number is activated (if known)
Follow the instructions to submit an IT Clearance Request. And then follow the instructions to submit a Schedule a Move Request.
It's recommended that you submit the IT Clearance Form no more than one week before the employee's last day with your department to avoid confusion.
Need More Help?
Contact the IT Help Desk at [email protected] or 657-278-7777.
You are done. Great job!