Business Process for Offboarding Employees

Key Points: After the Reynolds Department of Technology (DOT) receives a completed delete request for a separated or terminated employee, these steps are followed to remove the person from access to our enterprise applications.


Offboarding Checklist:

Student Information System (SIS)

  1. Go to the Add/Update a Person area and remove the user's Reynolds school email address and business/main phone numbers.
  2. Go to the Instructor/Advisor Table area and add a new data row.  Select the appropriate user type (Instructor, Adjunct Faculty, or Staff) and the effective date the inactivation will take effect.
  • Look at the delete request and note the date that the supervisor is requesting for access to be terminated -- this is the effective date that is used in the Instructor/Advisor Table.  If there is no date listed, then the effective date is the same business day that the request was made.
  1. For full-time instructors and adjunct faculty only -- remove them from the academic org (in the Instructor/Advisor Table area) unless they are teaching for multiple departments.  If they do teach for multiple departments, each academic dean will need to submit their own delete request (DO NOT inactivate the user or remove them from their academic orgs until verification is made that the user is no longer teaching for Reynolds in any capacity).
  2. Go to the CopyID Utility and area and verify that the GWEB role is applied to the user.

Human Capital Mangement (HCM)

       Go to the CopyID Utility area and verify that the GWEB role is applied to the user.

EAB Navigate Staff

       Verify that the only role applied to the user in EAB Navigate Staff is Reynolds Student.

Active Directory (On-Premises and Azure)

  1. Disable the user's account and move it to the Disabled OU folder.
  2. Remove all security groups and email d-lists (distribution lists) with the exception of Domain Users.

Exchange Admin Center

       Verify that the user's mailbox has their sign-in blocked.

Final Steps

  1. Find the delete request ticket in the ticketing system and transfer it to System Support for them to remove the user's access from other enterprise applications.
  2. Update the Offboarding spreadsheet on the DOT SharePoint site.

 

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