Procedure
Effective Date
May 1, 2013
Date of Last Revision
March 24, 2015
Chapter Name
Information Management
Chapter Number
Title
4.8.P.14
Employment Termination Procedure
1.0 Purpose
This procedure documents the responsibilities and tasks that IT must complete when an employee separates from the
University.
2.0 Governing Policy
Number/Document Name
4.8 EMU System Accounts
Effective Date
Sept. 30, 2008
3.0 Procedure
When IT Security is notified of involuntary separations and immediate access termination is requested, requests
shall be completed as soon as possible. Routine separations will be completed within two business days.
Supervisor and EMU Human Resources:
•
•
Employee separation is reported to EMU Human Resources via Personnel Action Forms.
EMU HR initiates an employee separation workflow process that automatically notifies Division of
Information Technology Security Administration with relevant separation details.
IT Security Administration:
• For any future dated separation workflows, IT Security Administration creates a calendar
entry/reminder for Director of Network and Systems and Director of Enterprise Operations to take
requested action on the requested date.
• Once separation date arrives, IT Security Administration sends separation notice and account
termination order to relevant IT team members.
• ERP (Banner) access is removed for all separated employees.
• NetID is closed for separated employees with no other university role. NetID remains open for
employees that are active students, alumni or retirees.
• All group memberships are revoked.
• All door access plans are removed.
• File share access is removed.
• Workflow, Xtender, Unix shell accounts, mailing list memberships, and web site access are all
removed.
• VoIP phone listing is changed to vacant, the voice mailbox is removed, and campus address listing is
removed.
• Each IT employee taking action replies to initial request describing action taken.
• Once account closures are complete, IT Security Administrator logs into workflow system to mark
workflow as complete.
4.0 Responsibility for Implementation
The Directors assigned responsibility for IT Security are responsible for the implementation of this procedure.
IT Procedure – Termination Procedure
Form Version 1.0
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5.0 Definitions
Term
ERP
VoIP
Workflow
Xtender
Definition
EMU’s Enterprise Resource Planning (ERP) system is Banner. It is used for all student, financial, and
personnel data transactions.
Voice over Internet Protocol. EMU uses Cisco VoIP telephones.
Software than automates and directs the processing of Banner information across the institution,
including notifications, approvals, and external processing.
Banner’s document imaging system that provides imaging, document management, data capture, and
report management functionality.
6.0 Revision History
Description
Approval Date
Revised by CIO
07/08/2014
Policy Committee
08/07/2014
Revision approved by CIO
8/13/2014
Updated to reflect Workflow
02/20/2015
st
03/05/2015
nd
Policy Committee – 2 Review
03/19/2015
Approved by CIO
03/24/2015
Policy Committee – 1 Review
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