Anyone who has been setup to access computing services must be offboarded when they are no longer in their current role.  An offboarding request must be submitted even if the user is moving to a different position, or if a faculty member is leaving an administrative position.

Retrieving Equipment

It is the manager’s responsibility to retrieve all equipment, including equipment that has been taken home.

• Monitors, dock, keyboard, mouse and webcam should remain connected in the office belonging to the position
• The laptop should be kept in the office; if the position does not have a locked office, the laptop can be kept with the position’s manager
• The mobile device should be kept in the office; if the position does not have a locked office, the mobile device can be kept with the position’s manager
• Additional peripherals (monitors, docks, keyboards and mice) that were taken home can be returned to the Helpdesk, and re-requested after the position vacancy has been filled

Requesting Access to Data

It is the manager’s responsibility to ensure that employees are saving data within authorized systems.  These include FAS shared volumes, OneDrive and SharePoint.  Data stored on a local computer on the desktop or other local folders cannot be retrieved.

• If access to the user’s mailbox or OneDrive data is requested, note that this data will only be available for one year after the position is offboarded. This data should be copied immediately to authorized systems

Removing SharePoint Access

SharePoint sites are maintained by individual departments.  It is the manager’s responsibility to remove employee access to any departmental SharePoint sites.  Manager’s should inform other departments if their employees were part of any inter-departmental SharePoint sites.

Removing SIS Access

Complete the Osgoode SIS Access Modification form to remove SIS access.

Removing Access and Services

Submit the Osgoode ITS Offboarding Form to remove:

• Access to departmental shared volumes (FAS)
• Access to printing and scanning
• Removal from mailing lists
• Access to MyOsgoode and Osgoode Business Applications

Submit the UIT Employee Offboarding Form to complete the removal of all other back-end services, if the employee is leaving Osgoode or York.  The UIT Employee Offboarding Form does not need to be completed if the employee is moving to another position within Osgoode, or for a faculty member leaving an administrative position.