Instructions
This article describes the process for decommissioning an email account and removing access to central enterprise systems (AMS, ROSI, Quercus) for an employee who is leaving the University.
Please note that the offboarding process should be completed for any employee with an Office 365 account and a UTORid.
[1] This document is focused on the basic use case of an employee leaving the University's employment, before or at their normal retirement date. The special case of employees from the Federated Universities is a variation on the process because they do not use HRIS.
[2] This request must come from the staff authorized to initiate decommissioning, specifically, the Business Officer or HR Generalist.
[3] Note: In this basic case, decommissioning does not include the decommissioning of the UTORid. The UTORid remains valid as it may be used for other applications that the departing employee is still entitled to use. If there is a requirement to "lock" a UTORid, the Information Security department must be involved. This is a different scenario and will be documented in a different process.
[4] This is not the case with the Federated Universities as noted above, and a special triggering process is required.
[5] This timeline can be changed at a system level. 30 days is the default period.
[6] This function is called "Manager Delegate" and it is based on the hierarchical relationships stored in HRIS. The same relationships are used for Manager Self-Service. Care must be taken to ensure the correct association before providing account access.
[7] Note: In this case, the employee is leaving the organization and they are not moving to another department so an auto-reply message is appropriate.