When an employee assignment ends:
- Faculty accounts are removed from the M State directory 365 days after an assignment end date.
- Staff accounts are removed from the M State directory 90 days after an assignment end date.
These processes are automated; an account may be manually disabled sooner as needed.
Behind the scenes after an employee assignment ends:
- An automated email is sent out notifying an IT staff member that the employee's assignment has ended. This email is typically generated only for staff accounts as faculty assignments start and end regularly, unless the faculty account is a retirement or separation.
- IT staff will confirm with the HR department that in fact the assignment has ended for that employee.
- Once it is confirmed, a ticket is created. The supervisor of the employee is the customer, and the following staff will be copied on the ticket: Dave Dumbeck, Andy Joy, Chris Welle, and any other campus ITS CHC staff.
- The IT staff person who creates the ticket will use the standard text "Assignment Has Ended" to populate the ticket message.
- IT staff members below will remove any services the employee may have had access to:
Chris Welle: Web site, content management
Andy Joy: Phone, voicemail and/or long distance code
Dave Dumbeck: Disable account and remove email visibility from Outlook address book or any distribution lists
John Lesch: Image Now access (if applicable)
Local campus CHC staff: Ensure computer and any other IT equipment assigned to former employee has been returned and software associated with their account has been set to open in Factory or assigned to another person within their department or program
- There is no need for the individual supervisor to start his or her own ticket unless the separation is not an amicable one and IT services need to be removed immediately.
If you have any questions, please reply to this ticket or contact your local CHC immediately.
NOTE: IT staff are not able to restrict StarID access. StarID is a completely separate system; as long as the employee maintains their username and password, they will continue to have access to their StarID resources. Access to the employee portal, however, will automatically be removed following the 365 days and 90 days noted above.
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