How an employee’s access is removed after a separation

Ever wonder how an employee’s access is removed after a separation?

Do you have an employee who is leaving, transferring positions or retiring and want to make sure their access is removed for the systems they used?

Here are some things to know about removing employees’ access.

Network Accounts: To have access removed from an employee’s network account, supervisors should fill out the Employee Separation service form upon transfer to another department, separation with the college or retirement. This would include access to systems such as Peoplesoft, Web Editing Access, Document Imaging and shared Network Drives. To submit an Employee Separation, visit the IT Customer Support Portal.

Google Groups: Each Google Group has one or more managers that controls the member access. If you have someone that needs to be removed from a Group, notify one of the Group managers. If you are not sure who the manager of a Group is, click the Member tab in a Group and the Manager(s) will be listed there. You can add or remove users from your Google Group by following the steps listed in our knowledge base.

Google Team Drive: IT has empowered managers of Google Team Drives to update access for their employees.  You can add or remove users from your team drive by following the steps listed in our knowledge base.  

Google Spaces/Team Chat: IT has empowered members of Google Spaces to update access for their own chat spaces. You can add or remove users from Chat Spaces by following the steps listed in our knowledge base

Email: An employee’s email access will automatically be removed when an Employee Separation request is processed. Separations are processed on the effective date which is typically the day after the employee’s last day. Supervisors should coordinate with their employee before the date of separation to transfer important departmental emails.

Lastly, we strongly encourage managers to have their employees share the content of their Google Drive, J Drive, or GRCC email that may be relevant to their position as it becomes difficult to recover after someone leaves GRCC. 

For other great tips, visit the IT Customer Support Portal and search the Knowledge Base for other articles.

If you have a suggestion or a Technology Tip you think can be useful, you can submit them by emailing techtips@grcc.edu

Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out /  Change )

Twitter picture

You are commenting using your Twitter account. Log Out /  Change )

Facebook photo

You are commenting using your Facebook account. Log Out /  Change )

Connecting to %s