Faculty and Staff Separation: IT Equipment and Resource Expectations
When faculty or staff separate from the University—whether through resignation, or retirement —specific steps must be followed to ensure compliance with institutional policies and protect university resources.
1. Return of University-Owned IT Equipment
All university-owned devices (laptops, desktops, tablets, mobile phones, peripherals) must be returned to the department or the Moody Technology Team before the last working day.
Equipment should be in good condition, with all accessories (chargers, docking stations, etc.) included.
Please submit a request for an equipment transfer/pickup that includes the pickup location, UT Inventory Tag, and the Make and Model of the equipment, released by the faculty/staff, along with their EID.
If devices were purchased through grants or sponsored projects, coordinate with the Office of Sponsored Projects for proper disposition.
2. Data Security and Access Termination
Accounts and Credentials: All UT Austin accounts (e.g., UT EID, email, Teams, Box, SharePoint) will be disabled upon separation. Employees should back up personal files and remove non-university data before departure.
Sensitive Data: Any research or confidential data stored on university systems must remain on approved platforms. Do not transfer data to personal devices or cloud services.
Sponsored Projects: For projects involving data use agreements (DUA) or controlled data, ensure compliance with CDCP (Controlled Data Compliance Plan) requirements.
3. Software and Licensing
University-provided software licenses (Microsoft 365, Adobe, etc.) will expire after separation. Employees should not use these licenses for personal or external work post-employment.
Emeritus Faculty will be provided an A1 MS365 license for email and MS Office, with access via the web portal only.
Faculty and Staff can request that their UTMail (Google) account be converted to a personal account, though the function and total storage will be limited to Gmail with 1 GB of storage.
4. Physical and Digital Resource Audit
Departments should conduct an audit of all IT assets and access rights before the employee’s departure.
Remove the individual from shared drives, mailing lists, and collaborative platforms.
Frequently Asked Questions (FAQ)
Q1: What happens to my email after separation?
Your UT email account will be disabled. If you need access for continuity (e.g., research projects), request an extension through your department before your last day.
Q2: Can I keep my university-issued laptop?
No. All university-owned equipment must be returned unless explicitly approved by Sponsored Projects for grant-related retention.
Q3: How do I transfer personal files?
Move personal files from university systems to your own storage before your last day. Do not transfer university data to personal devices.
Q4: What about shared drives and Teams channels?
Your access will be removed. Ensure any critical files are handed off to your department.