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Created by: Teresa Fernandez

When a staff member leaves the University, there are several important actions for the supervisor to take. Most importantly, your department's Human Resources representative should be notified of the impending departure so in order to advise the departing staff member of the proper process to follow. It is worth doing a review with departing staff members of the systems and accounts to which they have access, including departmental e-mail inboxes and special portal links, as well as accounts they have on enterprise systems, such as Datatel or EagleData. This can be transformed into a checklist for requesting access upon the successor’s arrival. If a supervisor or colleague will need access to the staff member’s e-mail or personal G drive data, the departing staff member must send an e-mail request to the IT Help Desk, preferably before the end of employment to authorize this access. If this approval is not granted, Employee Relations must approve any access to this data, which is only retained for four weeks after the account is deleted. Accounts are usually deleted the morning after the last day of employment. The IT Help Desk can arrange that incoming e-mail sent to the departed employee be temporarily redirected to the supervisor’s or a departmental e-mail inbox, upon request. Please contact the IT Help Desk at 202-885-2550, helpdesk@american.edu, or on instant messaging at AskAmericanUHelp for further assistance.

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