Employee Offboarding

Overview

Retirements, resignations, and contract end. Official requests are received from HR once a month in the cases of retirements and resignations, however departments can request removals of departmental share drive access and budget codes for printing, to be completed on the employees last day of work.

Information Required

Please submit the following information for the employee into the Submit Employee Offboarding Request form:

  • First and last name
  • Employee number
  • Department
  • Job title
  • Expiration date of account (last day required)
  • Network group share (S:) access to be removed
  • Departmental (G:) drive access to be removed
  • Budget code (for Print/Copy) to be removed
  • Phone number of UFV cellular mobile device (if applicable). Collect or advise where to switch billing to.
  • Computer, laptop, or mobile device workstation ID number. Collect or advise where device is being reallocated to.
  • If third party access is required for the departing employee accounts by a department or manager, this additional information will also be requested:
    • Name of requester
    • Name of employee/s who will be allowed access to the accounts
    • Job Title of accessor/s
    • Reason:
    • What accounts to be accessed, email, voicemail or network file share
    • Telephone local # of account to be accessed
    • Start date of access
    • End date of access
  • Ensure as requester you have authorization to request on behalf of accessor. Authorized requester: 
  • Director, Departmental Assistant, an Administrative Assistant e.g. Executive Assistant, Program Assistant etc., or as authorized by Director.
  • VP or Dean, or Administrative Assistant as authorized by VP or Dean
  • Instructional department head, Manager
  • Employees on the Exceptions List (internal list maintained by IT Services)

Once the account access is removed, the IT Service Desk will notify the requester it has been completed.

 

Service Catalogue Entry

 
Service Name Employee offboarding                                                                                                                                        
Service Users Faculty, Staff
Description Offboard an employee (retirement, resignation, termination, contract end)
Features Active Directory,
myUFV,
Email,
Shared drive,
Phone,
Campus Card**,
Banner Account**,
Workstation Refresh (if required),
Software License Revoking (if required),
Computers, Software, and Printing Account,
Mobile Device Return (if required),
Parking pass**
Category Accounts and Access
Sub Category Employee Accounts
Supporting Services Active Directory,
myUFV,
Email,
Shared drive,
Phone,
Campus Card**,
Banner Account**,
Workstation Refresh (if required),
Software License Revoking (if required),
Computers, Software, and Printing Account,
Mobile Device Return (if required),
Parking pass**
Service Owner CIO
Business Owner Director, HR & Staff Relations
Authorized Requesters Director, Department Assistant,
Administrative Assistant,
Executive Assistant,
Program Assistant,
VP or Dean, Administrative Assistant as authorized by VP or Dean,
Instructional Department Head,
Manager, Human Resources
Request Process Authorized user submits request via web form in TDX,
Ticket assigned to service desk,
Tasks assigned to responsible groups
Approval Requirement/Process As per detailed processes
Requirements and Pre-requisites

Information:
- Offboarding date
- Type of offboarding (e.g. retirement, termination, resignation)

Turnaround Time for New Requests

5 business days

 

Requester Responsibility Follow the policies, processes, and procedures as maintained by HR
Support Hours IT Service Desk business hours
Hours of Availability/Planned Downtime 24/7
Support Process Contact the IT Service Desk, Check the ticket status in the Online Portal
Support Owner Service Delivery Manager
Support Documentation Online portal Knowledge Base
Customer Costs N/A

 

 
Submit Employee Offboarding Request

Details

Service ID: 372
Created
Fri 2/7/20 10:56 AM
Modified
Fri 9/11/20 3:07 PM