Units must develop a process to ensure that University Records always remain in the custody and control of the University, and that access to University Records is managed when employees leave positions or transition from one Unit to another. When an employee leaves the University, changes positions within the University, or transitions from one Unit to another within the University, the following questions should be answered by the exiting employee:

What University Records in paper format are under your control?

• desktop and desk drawers
• filing cabinets, both in the individual's workspace, shared space or any other location
• records temporarily in the possession of a colleague or another Unit
• commercial records storage

What University Records in electronic format are under your control?

• local hard drive (e.g. C: drive)
• personal drive (e.g. folder on a shared drive only accessible to the individual)
• cloud storage (e.g. OneDrive, Google Drive)
• social media sites managed by the individual on behalf of the University
• Official University Email Account
• calendar accounts
• removable media (USB drives, external hard drives, CDs, etc.)
• devices such as laptops or mobile electronic devices, whether University or personally owned

Once the questions above have been answered and an inventory of University Records has been established, the Unit must ensure that if any University Records are currently not accessible by the University (e.g. on a personal storage device/account) they are moved to an accessible location such as a shared drive.

What types of University access do you have?

• University systems
• Cloud solutions used for the delivery of University services
• Social media sites managed by the individual on behalf of the University
• Voicemail
• Keys/swipe cards

The Unit Head or Information Management and Protection Lead must ensure the Exiting Employee Process is followed for all exiting employees in their unit.

The Unit Head or Information Management and Protection Lead must ensure appropriate system and information access is deactivated when an employee transitions from one Unit to another.

Social Media

In cases where social media sites were being managed by an exiting employee on behalf of the University, the Unit Head or Information Management and Protection Lead must ensure the individual’s account has been deactivated (if it is a named account) or the username and password has been provided to the Unit (if it is a generic University Account). In the case of a generic University account, the password must be changed.

Cloud Solutions

In the case of Cloud solutions being used by an exiting employee for the delivery of University services, it is the Unit Head or Information Management and Protection Lead's responsibility to terminate any access.

Official University Email Accounts 

Access to an Official University Email Account will be discontinued upon either the last day of employment or the last day of an individual acting at the request of and on behalf of the University.

ASMs, Instructors, and Research Scientists can elect to continue to access and use their Official University Email Account upon departure or retirement provided they access their Official University Email Account no less than once a year. They can elect to do so by completing the relevant section of the Termination of Employment Departmental Form completed during the Employee Exit Management process. This access remains subject to all relevant University policies and applicable laws, as they exist from time to time. The University reserves the right to modify, replace, discontinue, or deny this continued access, including on a case-by-case basis, and will provide notice of any such changes.

Exiting employees who are students

If an exiting employee is an active student and they do not have a separate Official University Email Account for their student role, they will receive a new Official University Email Account to be used in their student capacity. Exiting employees must ensure that any student-related information in their Official University Email Account is moved before their last day of employment.