What do we do when an employee is leaving the University or changing departments?
While employees do transfer to other departments or leave the university outright, the business of your department and the university must progress. Many times, a single employee can serve as the point of contact for one or multiple departments, and without proper preparation, transitioning to new staff can be difficult. Here are some things to think about when making staff transitions:
- use a departmental group account as the primary point of contact for your unit. This way, the group account can be reassigned easily without changing contact information (such as email addresses) on public web sites. Read the Knowledge Base document for information on how to request a departmental or group account
- have the employee gather their list of external contacts, and email them to inform them of their departure. They should also provide the name/email of the new contact, if available
- ensure that your unit is easily visible and searchable online. Also, contact information should always be kept current
- have the departing employee enable their out-of-office autoreply with relevant information about their departure and the new contact information. This will not limit their ability to receive/send mail, but will begin to let others know of the upcoming transition
For an employee who resigns and is leaving the university, they will continue to have access to their computing accounts for a period of seven (7) days. Their accounts will then be disabled, and then subsequently deleted permanently.
More Information
More information about the eligibility to use information technology resources at IU can be found on the university’s IT policy IT-03.
