Personnel Change Policy

When there is a personnel change there are several things to keep in mind.

Computer Updates

Technology Services will "image" the hard drive on the computers of individuals who leave the University. "Image" means to completely erase all information on the hard drive of the computer and reload the standard operating system and application software (i.e. Microsoft Word, Microsoft Excel, Jenzabar CX, etc). This will ensure that the individual who begins as the replacement will have a "fresh" computer with the latest updates.

To assist the Office of Technology Services, departments are responsible for:

  • Saving any needed documents on the computer to be imaged
  • Reviewing and saving any relevant email
  • Provide the Office of Technology Services three days lead time to image the computer
  • Ensure that the replacement completes and signs our user agreement form
    to obtain an account on our system  

PLEASE PLAN AHEAD. A new employee will not be allowed to use the computer until it has been imaged. Upon termination of employment, the Office of Technology Services will disable/delete the employee account. Making the assumption that all documents have been saved from the employee's Z drive, any documents left in the employee Z drive at that point will be deleted. PLEASE REMEMBER, if your department is going to need a file, BACK IT UP.

Email Account Termination

An employee's access to their email account will cease on their final day of employment. At which time, the University has the option of redirecting the email to that account to another University employee for a period of 30 days to ensure continuity of operations. Personal email received at the former employee's account may be forwarded to the former employee at the discretion of the supervisor for that area. After the 30 day period, the email account will be purged by the Office of Technology Services unless written notification is provided by the department supervisor.

If the former employee is an alumnus, they have the option of retaining their email account with the understanding that email sent to the account may also be delivered to another University employee for a period of 30 days to ensure operational continuity.

If an employee is suspended, the University has the option of redirecting the email to that account to another University employee indefinitely. to ensure continuity of operations. Personal email received at the suspended employee's account may be forwarded to the suspended employee at the discretion of the supervisor for that area.

 

 
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