Close an Employee Account

Issue/Question

• How do I close or remove an employee account?

Environment

• Oregon State University
• Employee Account
• Exchange Email

Explanation

When an employee leaves their position, the account is offboarded through a combination of automatic and manual processes.

The following steps occur automatically once the employee has no current job records and is marked as "terminated" in Banner:

• Zoom access is revoked.
• Box access is revoked.
• Office 365 access is revoked.
• The ONID account is marked for deactivation and warning notices are sent to the account. For details on the ONID account life cycle, see: ONID - Account Eligibility and Duration
• Once the ONID account is deleted, files on cloud storage associated with the account are permanently removed.

The following steps are handled manually by the IT group supporting the outgoing employee's department. Note that departments need to notify their IT team to remove employee access.

• Upon request, the IT department will remove permissions and group memberships in Active Directory.
• Upon request, the IT department may set an auto-reply or internal forward on the Exchange mailbox.

Removal of access to other systems must be requested separately, for example:

• Requests to remove Banner access should be submitted to the Banner access team.
• Access to cloud resources - such as a team in Teams, a SharePoint Online site, Box folders, and Qualtrics surveys - must be removed by the person who manages those objects.

It is recommended that the outgoing employee's supervisor meet with them prior to their departure to discuss transferring items such as the following:

• Personal network drive contents
• Qualtrics surveys
• Box, OneDrive, or Google Drive folders

If an employee transfers to another position on campus, they will keep their Exchange mailbox and their first.last email address. It is recommended that departments use a shared departmental email address for business continuity reasons.

Resolution

Contact IT Team to Remove Access

Your IT team can take care of removing some, but not all, access to systems and services (see Explanation section above for details).

• Community Network and Cosine customers can use the following form to request removal of most permissions: CN/Cosine - Remove an Account
• For other groups, contact your IT support team

IT Offboarding Checklist for Employees

• Outgoing Employee:
  • Meet with supervisor to transfer department-related files, or reassign ownership of files in cloud storage (OneDrive, Box, Google Drive). Note: this needs to be done for shared documents, too, as the documents will be deleted automatically when the account that owns them is removed.
  • Return OSU-owned computer equipment.
  • Keep your Duo hardware token, if applicable.
  • Set an email auto-reply message.
• Supervisor of Outgoing Employee:
  • Meet with outgoing employee to transfer department-related files, or reassign ownership of files in cloud storage (OneDrive, Box, Google Drive). Note: this needs to be done for shared documents, too, as the documents will be deleted automatically when the account that owns them is removed.
  • Submit a request to remove account permissions:
    • Community Network (CN) or Cosine customers
    • Other IT groups
  • Request Transfer of Qualtrics Surveys, if applicable.

Assistance

For assistance, contact the Service Desk.