Preparing for faculty or staff departure, a department's guide for technology resources

Department checklist for assisting in employee exit

Weeks Prior

  • Provide electronic files to supervisor or stakeholders
  • Forward emails to supervisors or stakeholders that may be of operational value
  • Ensure that ownership of any distribution groups or calendars is reassigned (see Outlook (Web App): Manage A Shared Email Group)
  • Relocate files stored in OneDrive for Business or StoutFS personal shares (M:); adhere to any campus policies that may apply to data usage and storage
  • Locate all assigned computer equipment; individuals can independently view assigned computers

Departure Time

  • Turn on email out-of-office; include an alternate contact in the message
  • Return computers and other technology assets to department; inventory admins should reassign devices in the campus computer inventory
  • iPads must be unassociated with user's iCloud accounts [Link for document 57910 is unavailable at this time.]
  • At the request of a supervisor, share email Inbox
  • Request as necessary removal of access to StoutFS, ImageNow, PeopleSoft/Access Stout, or other campus resources via self-service ticket
  • If departing employee had LOA2 access, returned computers should be promptly "cleaned" and cascaded by the help desk


  • Employees leaving for any reason other than retirement cannot maintain Stout email; Employees who are also alums can revert to an alumni account and should create a self service ticket requesting to do so. See Faculty and staff account deprovisioning due to change in employment status to read when email and other access will cease.
  • There are no means by which computers or other university property can be sold or otherwise transferred to anyone other than through surplus sales
  • Supervisors can request access to email, network shares, or computer content post-departure

Keywords:exit fired terminated employee   Doc ID:59418
Owner:Sasha K.Group:UW Stout
Created:2016-01-07 11:22 CSTUpdated:2018-10-19 10:07 CST
Sites:UW Stout
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