Network Account Termination

From TechHelp - MCLA's Technology Help Center

Policy on Network Account Termination for Employees

Purpose:

When an employee voluntarily terminates his or her employment at MCLA a number of network accounts and resources will be closed down. In certain cases information and access will need to be preserved and passed on to other staff members in an orderly fashion. This policy documents the timing of the closure and the disposition of access, files and email when no special arrangements are authorized.

Policy

On receiving a resignation letter, Human Resources will

1. Reply with an acknowledgement and a copy of this policy.
2. Forward a copy of this policy to the employee’s supervisor.
3. Inform Computer Support Services and Computer Services of the impending departure and date.

On a departing employee's last day of work, Computer Support Services will:

1. Disable access to all network accounts managed directly by Computer Support Services.
2. Install an automatic reply to incoming email informing senders that the employee has left the college and offering an alternate staff person to contact. If the employee desires, an alternate email address for private correspondence will also be listed. This message will remain active for one week at which time the message will be removed and email for that account will be rejected.
3. Email messages and files remaining in the employee’s assigned network storage areas will be deleted.

Any arrangements that differ from these must be initiated by the employee’s supervisor in consultation with Computer Support Services in advance of the employee’s last day.