Technology Offboarding Guide for Managers and Supervisors of Staff

This technology offboarding guide provides helpful tips for managers and supervisors of faculty and staff who are leaving or retiring from the university.

In this guide:

• Removing account access
• Transferring and accessing accounts and data
• Other actions
• Additional resources

Removing account access

• If you are initiating the employee’s separation from the university and need to remove their CruzID account access in a confidential and/or time-sensitive manner, please submit the IT Offboarding Request (Confidential). Refer to How To Confidentially Request Removal of Account Access as a Supervisor or Manager to learn more about this request.
• If the employee has initiated the separation through resignation or retirement, their account will follow a regular closing process and you do not need to submit a request.

Transferring and accessing accounts and data

• If your employee’s separation is due to a resignation or retirement, the Technology Offboarding Guide: Staff describes actions they should take ahead of their separation date to ensure business continuity and continued access to personal information after their UC Santa Cruz account is deactivated. Departments and research groups are strongly recommended to use Google Shared Drives for all collaborative content so that the transfer of content ownership prior to separation is not necessary.
  • You should review the Google Apps Offboarding Process with the separating employee to ensure the transfer of Google Drive documents, Google Calendars and their events, Google Groups, Google Sites, and Google Apps-only accounts that may impact your department. This process is the preferred method of transferring ownership.
• If an employee separates from the university without taking any of these offboarding actions, you can take the following actions:
  • If you are still in contact with the separated employee and they are willing to cooperate with you, you can submit a request to sponsor their CruzID, which will reactivate their account and enable them to follow the Google Apps Onboarding Process after separation.
  • If the employee is not available to cooperate after separation, ITS may be able to provide access to the UCSC Google Apps records of a separated individual. Refer to how to access or transfer ownership of another person's resources to learn more about this process.
• Consider departmental work that your employee may be responsible for in non-Google Apps services in order to transfer ownership of any work before their separation. In the case of YouTube and other social media platforms, ITS will not be able to assist with access or transferring ownership, even if the account was created with the employee’s UCSC email address.

Other actions

• Set an out-of-office reply on behalf of unavailable staff or faculty: ITS has approved auto-reply messages for separated employees for a maximum of 6 months. No users will have access to the account during this timeframe.
• Request voicemail access: If the employee did not coordinate the transfer of their voicemail ahead of their separation, you can submit this request to initiate access.
• Consider other critical information that may need to be accessed ahead of the employee’s separation. ITS may not be able to facilitate access to a separated employee’s information in non-ITS services and software that may be critical to your department’s work, such as a YouTube account or other social media platforms.

Additional resources

• How do I gain access to critical information stored within someone else's account or computer after they have left UCSC?
• How to confidentially request removal of account access as a supervisor or manager
• Off-Boarding Process for Staff Employees