Information Technology Services (ITS) Guide For Offboarding a Separating or Retiring Binghamton Employee- All things ITS

Overview

Deprovisioning of Information Technology (IT) account and service access begins when (HR) completes all separation paperwork in the SUNY HR system. Once HR separates the employee and the employee has an end date, the ITS Identity and Access Management (IAM) system automatically deprovisions accounts and entitlements based on the change in their affiliation and the associated timeline as defined in ITS University Account Policy 313. 

Departments and employees should consider a few items prior to an employee separation to ensure all department documents, calendars, accounts remain with the department.

Account Deprovisioning/Deletion

The HR system sends separation and retirement dates, and changes in affiliation to the Information Technology Services IAM system for automatic deprovisioning.

During a planned separation (ex. HR notified separation, and retirement), the IAM system will send out a notification to the employee’s Binghamton email address 30 days prior to any pending account or entitlement actions. 

After the 30 days, all accounts and access are deprovisioned, and any files and data associated with the account(s) entitlement(s) become unavailable.

Emergency Offboarding: If an employee is separated immediately (e.g., involuntary termination), the department supervisor must coordinate with HR and ITS immediately to request an expedited manual account deprovision.

Pre-separation 

Departments should consider the IT resources and access an employee has before they separate from the department. To ensure a smooth transition, supervisors should direct departing employees to complete the following before their final day and consider the following questions.

Actions for Departments

• Have separating employee transfer all work-related files and documents from their individual user account and into a shared Google or departmental network drive.

• Have separating employee transfer ownership of all relevant calendar(s), calendar events and recurring meetings to an active department staff member.

• Review any elevated access to systems that need to be removed prior to the automatic deletion process.

Questions to Consider

• Is the employee not leaving the University but transferring to another department?

• Did they employee leave prior to being able to transfer shared department resources?

• Is there need to set up an auto response or out of office message to redirect communications to an alternate email?

Resources for Separating Employees

In most cases a separating employee has time to reassign access, backup files and data if necessary, and make arrangements for using a non Binghamton account. 

• Contact Human Resources
• Google Secondary Calendar Management
• Download Google Content Using Google Takeout

If you would like assistance, please feel free to contact the Binghamton University ITS Help Desk at 607-777-6420 or Submit a Request, and we'll be happy to help.

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