IT Leavers Process

When a staff member's contract has ended, the Line managers/Centre Administrators (or equivalent) must report this to the Service Desk at least a week before the staff member leaves.

You can report this by raising a ticket with the Service Desk. 

Provide the following information for the staff leaving in the ticket:

• Name
• Date of departure
• List of accounts the user held/holds e.g. Agresso, SITS (User account and email will be disabled as standard)
• Access rights that were granted to any shared mailboxes and shared calendars
• Contract type
• IT equipment that needs collecting e.g. laptop, mobile phone, access fob. These items must be handed to the Line Manager for collection. 

Actions in preparation of the staff leaving:

• Transfer work related data from the staff's personal folders on their desktop/laptop to the shared network drive/folders 
• Ensure that any personal data stored on the staff's personal folders are deleted or removed  
• Important emails forwarded to team members or saved to the shared network/mailbox
• Set an out of office on the mailbox of the staff leaving and detail who to contact in their absence
• For those who wish to remain reachable after leaving, they may leave their forwarding address in their out of office message.

We have made a checklist available to help with managing Staff leaving - Checklist for Managing Leavers [DOC 31KB]