Terminating Employee Accounts

 Problem Description : 

Steps to take when an employee if terminated.

 Resolution : 

Procedures for closing out email and other computer accounts for terminated employees.

1.We must receive Notification from HR – They normally send the supervisor a Terminated Check List for Computer Services to be filled out and returned to CS. 

2.Once the form is received or notification is received from the supervisor to cancel accounts and types of accounts are established the following is done:

3.Login to Banner INB – go to SPAIDEN and check the Inactivate check box and put an end date on the ST address for this person. Faculty it is the GC address if they are full time.

4.Go to GOATPAD and change the expiration date to the current date and check the disabled box. I also change the PIN and save.

5.Go to Active Directory and find user account. Right click and reset password. Right click and disable account and place in the Disabled Account Folder.

6.In Active Directory remove employee from and list serves or memberships.

7.Cancel any other software accounts that may be on the form that was filled out by logging in to that software and following the procedures to terminate the account.

8.Terminate Stanley Access in ONGuard - remove all access

9.Notify Hugh to reset phone and voice mail

10.If it is requested by the supervisor we can burn the employees email on CD and provide it to them.

11.Request that all equipment belonging to Gordon be returned to the college. Notify HR if it is not.

12.Work with Supervisor if they need access to any of the employee’s files.

11. Remove from Crystal Reports - Delete account

12. Remove from BDMS - Be sure to save

Other systems to consider:

Touchnet, Raiser's Edge, R25, EV5,Bosscars, Helpstar..........

PEOPLESOFT - Terminations

Lock Account

Expire Password

Remove Base User Roles

Make sure all PO's and Req;s have cleard for the user before removing all ePro roles and Preferences

Remove User Preferences for ePro and Budgets

If an approver, be sure some else has been assigned as the approver.

Retirees are allowed to keep their email access, therefore the steps for Banner are taken and all access is removed except to the email. The same is done if it is requested by a supervisor for a terminated employee to keep access to their email for a short period of time.     

 Revision Date : 7/12/2016