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Staff Offboarding

Staff Offboarding

Manager responsibilities

Submit CNS ITS offboarding form before last day: Complete the CNS ITS separation form to ensure equipment return and network/system access are deactivated in a timely manner.
Create a UTbox folder and have employee move files into it (if there isn’t a Box folder already)

Tip: Recommended approach: manager creates the folder so they retain full owner access after the employee's account is deactivated. Do not rely on transferring the employee's existing folder — contact CNS IT ASAP if you need help with file transfers.

Remove employee from shared UTbox folders: Managers are responsible for removing the departing employee from any shared Box folders. CNS IT generally does not have access to do this.
Arrange equipment return last day: During the employee's last week, coordinate a time to collect all UT-issued equipment on their last day, including all cables and accessories. Hand off equipment to the administrative manager, who will coordinate with CNS IT to have the computer wiped.
Receive pending work handoff document last day: Employee emails you a Word document on their last day summarizing all pending work, progress notes, and upcoming deadlines for the next 30 days.

 

SoHE HR responsibilities

Notify RIMs group of staffing change (if applicable): As the SoHE dpuser and DocuSign Unit Contact, SoHE HR notifies the RIMs group to update DocuSign access for the departing employee.
Lock mainframe login (if applicable): As the SoHE dpuser contact, SoHE HR is responsible for locking the departing employee's mainframe login upon separation.
Process separation in Workday (if applicable): SoHE HR completes the separation checklist and all required steps in Workday per UT HR guidelines.

 

Employee tasks to confirm

Personal property removed from workstation before last day
Employee removes all personal belongings from their workspace before or on their last day.
Employee coordinates with the administrative manager, who will follow the protocol on file — either collecting keys directly and turning them in to Facilities Services – Lock & Key, or having the employee turn them in.
File and desk keys should be left on their desk. (if applicable)
Personal contact info updated in Workday: Employee verifies their home address and personal contact info is current in Workday — important for post-separation W-2s and correspondence. Instructions here.
Employee removes themselves from all UTLists: Employee logs in to utlists.utexas.edu and unsubscribes from all lists. If they have multiple email addresses, they'll need to log in to each account separately. Note: login is not their EID — a password reset may be required.
All timesheets submitted last day: Employee continues submitting timesheets weekly and absence requests in Workday through their last day. Final timesheet must be submitted on their last day of employment.
Work emails exported or archived before last day: Office 365 mailbox access ends the moment the appointment ends and is permanently deleted after 30 days. If a full mailbox archive is needed, request it from CNS IT at least one week before the employee's last day (requires employee's permission). For a subset, have the employee move emails to a folder and contact CNS IT for export help.
Credentials shared with manager via Stache: Employee shares any relevant work credentials with their manager through stache.utexas.edu before departing.

 

FAQ

  1. When will I lose access to my office365 (non-google) email?

    1. The second your appointment ends. The email will be permanently deleted 30 days after the employee leaves

  2. Can I set up a forward or auto-response on my office365 (non-google) email to notify people I am no longer working for the university?

    1. Yes but only for 30 days before your account is permanently deleted. After that people will get a bounced email response noting your email doesn't exist.

  3. When will I lose access to my "@utexas" google email?

    1. If you have a personal account you can keep it forever, you can check if you have a personal account by following this link. Please see this page if it notes you have a business account.

  4. Can I keep my computer (even if I buy it from the University)?

    1. Unfortunately, there is no way for you to keep a university-owned computer.