Decommissioning Employee Email Account & Access to Central Enterprise Systems (AMS, ROSI, Quercus)
Procedure for Decommissioning an Account
Instructions
- Carefully read this knowledge article.
- Download and complete the Checklist for Offboarding document. The document download link can be found at the bottom of this article.
- Access the online Employee Offboarding form at this URL: https://uthrprod.service-now.com/sp?id=sc_cat_item&sys_id=943bda971b120c10d57786e9cd4bcb0e&sysparm_category=d612e9be1b827b00d57786e9cd4bcbdb
- Complete the actions outlined on the Employee Offboarding form. Please note that you cannot submit the Employee Offboarding form without attaching the required Checklist for Offboarding document.
This article describes the process for decommissioning an employee e-mail account and removing access to central enterprise systems (AMS, ROSI, Quercus) for staff members leaving the University. The offboarding process should be completed for any hire that has an Office 365 account and UTORid.
- The decommissioning process commences with an HR termination of employment transaction in HRIS.[1] This transaction sets an end-date for employment and will update the UTORauth/UTORable (authentication system) employee status flags.
- The UTORauth flags will indicate that the individual is no longer an active employee. The termination event updates UTORauth.
- Once HRIS is updated, the data are passed to UTORauth automatically.[4]
- AMS will automatically remove access to HRIS, FIS, RIS, F&S and eToken and central ROSI.
- Decentralized SIS systems will be contacted for decommissioning of the account.
- Office 365 will start a 30-day countdown[5] for the account license to be decommissioned.
- If the employee has another status flag, for example, they are also a student though their primary role was employee, we will work with the department to remove the work-related e-mail from the account. The remaining student account domain will be changed to @mail.utoronto.ca.
- A notification from Office 365 to the departing employee’s supervisor will be sent. This gives the supervisor time to review the account with the employee before it is closed by the Office 365 license being removed.[6]
- All email content for a departing employee will be retained for a period of 2 years.
- When the e-mail account is decommissioned, upon request from the department, ITS will place an auto-reply message on the account for up to 6-months so as to advise those sending mail to the account that the individual is no longer in this position.[7]
[1] This document is focused on the basic use case of a staff member 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. This function has not yet been enabled.
[7] Note: In this case, the individual is leaving the organization not moving to another department so an auto-reply message is appropriate.