Employee Off-boarding Procedure
This procedure outlines the steps that supervisors must follow for the prompt return of all computer and mobile equipment assigned to their employee upon termination.
The supervisor of the terminated employee is responsible for initiating the return process of all computer and mobile equipment assigned to the terminated employee. The Division of Information Technology is responsible for receiving, documenting, and processing the returned equipment which will be guided by the principles of the CASPR program.
Hardware Guidelines
Notification
The supervisor must ensure that all data stored on the computer and mobile devices assigned to the terminated employee is backed up and securely transferred to the appropriate individual or storage location as per Stevens guidelines. The Division of Information Technology will be responsible for securely erasing all data from the returned equipment using approved data wiping methods to prevent unauthorized access. The Division of Information Technology can also assist the supervisor in rerouting cloud file access and email of the terminated employee to the supervisor, including best practices on backing up data in OneDrive and SharePoint.
Physical Return of Equipment
The supervisor must collect all computer and mobile equipment from the terminated employee on or before their last day of employment. The equipment must be returned in good condition, along with all accessories such as chargers, cables, and peripherals. The supervisor's department/division is responsible for all shipping costs associated with the returns.
Devices returned during offboarding that are above standard specifications, or a special order, will need to be wiped by the Division of Information Technology and stored by the department. When the device is to be redeployed, they will need to check in with the Division of IT to configure the device accordingly. (If it is no longer under warranty, it will be recycled and/or offered as a loaner as per our CASPR policy.)
The supervisor should complete a return form provided by the Division of Information Technology, detailing the make, model, serial number, and condition of each returned item. The equipment, along with the completed return form, should be delivered to the designated Division of Information Technology location or personnel.
Note: Coming soon - please email this information to support@stevens.edu
Documentation and Recordkeeping
The Division of Information Technology will acknowledge receipt of the returned equipment and update the inventory records accordingly. A copy of the return form and acknowledgment receipt will be provided to the supervisor for their records. The Division of Information Technology will maintain accurate records of all returned equipment for auditing and compliance purposes.
Software Guidelines
Setting Out of Office (OOO) Auto Reply
Before leaving, the employee is responsible for setting up an OOO auto-reply in Outlook to inform correspondents of their departure and redirect them to the appropriate contact for future communications.
Moving Data from OneDrive
The employee must share all work-related files with their supervisor or copy/move to their department's SharePoint site to ensure continued access for the team.
Note: IT cannot access/move user data without a support request that has approvals from Legal, CISO, and CIO.
Handling Personal Files
Any personal files stored on company devices or services should be backed up personally by the employee before their departure.
Sharing Microsoft Forms
All Microsoft Forms created by the employee should be shared/moved to their supervisor or a relevant Teams site to maintain accessibility and functionality.
Replicating Microsoft Power Automate Flows
The employee should replicate any Flows they have created to a colleague's account to avoid disruption in automated processes.
Disabling Outlook Rules
All Outlook inbox or outbound rules set by the employee must be disabled to prevent any automatic actions from taking place after their departure.
Deleting All Outlook Appointments Created by Leaving Employee
All outlook appointments created by the leaving employee should be either deleted or set to expire on the last day of the employee. If required, colleagues should create new appointments.
Removing Access to SharePoint Sites
Supervisors or owners of the SharePoint sites should remove employee’s access to the site after the employee leaves.
Please ensure all steps are followed to maintain operational continuity and security compliance. If you have any questions or require assistance, contact your supervisor or the IT support team.
Consequences of Non-Compliance
Failure to adhere to this procedure may result in security breaches, loss of company assets, and non-compliance with data protection regulations. Supervisors who do not follow the established procedures may be subject to disciplinary action in accordance with Stevens guidelines.
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