Can I immediately disable a terminated employee's accounts?
Upon terminating an employee, you can have the employee's accounts immediately disabled with a written request to the managers of those accounts. Reasons for immediate disabling include, but aren't limited to, the following:
- Concern for safety of departmental or other systems and data
- Reasonable belief that the terminated employee is involved in illegal activities
- Reasonable belief that the employee has violated university policy
Written requests to immediately disable accounts managed by UITS are directed to valid@indiana.edu. Don't forget to also notify local department account managers, and account managers for institutional data systems such as HRMS, SIS, FIS, and IUIE.
If the employee is being terminated for cause, you may wish to schedule the disable to occur during the termination meeting with the employee so that accounts are disabled by the time the meeting is over. To arrange for this situation with UITS Accounts Administration, call 812-855-2843 or 317-278-3305. Don't forget to also notify local department account managers. The disable of the UITS netid will also make access to institutional data immediately disabled, but, you will need to follow up with those institutional data systems after the meeting to complete the disable process for those systems.
Under normal circumstances, employee accounts are disabled seven days after official university records (e.g., campus HR data) indicate that the employee has resigned or been terminated. For 180 days after disabling, files associated with the accounts exist, in the event someone would need to recover content.
Tips
To avoid the problem altogether, your department can publish a local policy that defines the acceptable level and nature of incidental personal use. When writing departmental policies, be careful to avoid targeting individuals.
More Information
This information is based on the university's IT policy IT-03.
For consultation in handling particular situations (preferably before taking action), contact your campus human resources office (contact information is available at http://kb.iu.edu/data/akwe.html), your campus employee relations office (812-856-5572 at IU Bloomington, 317-274-8931 at IUPUI), and/or the University Information Policy Office (UIPO) for all campuses.
