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Accounts - Account provisioning for employees

Account provisioning and disablement schedule for UW-Platteville employees

Beginning of Employment

An employee's account is created up to 90 days prior to the employee's official start date as entered into HRS by Human Resources. When an account is created, an Office 365 email address and an online storage home directory (J:\) are automatically provisioned. For faculty and instructional academic staff, PASS access is automatically granted when an instructor is associated with a course. Any additional access, e.g. to S:\ folders and printers, must be requested by the supervisor through the ITS Help Desk. 


End of Employment

A separated employee's account remains active for 60 days after the last day of employment as entered into HRS by Human Resources. During those 60 days, the separated employee retains access to email, network storage (J drive, S drive, etc) and all applications they have access to except PASS. See below for tips on "Preparing for account disablement".

Faculty and staff accounts will be deleted after they have been disabled for 18 months.

PASS

A separated employee's access to PASS ends on their last day of employment as entered in PASS.  Exception: Faculty and advisors maintain their PASS access for 60 days past the last day of employment like their email and network drive access.  

Free Microsoft Office applications will also expire

If you have downloaded any of the free Office applications associated with our UW-Platteville Office 365 account, these too will expire when your account is disabled. UW-Platteville has no control over the exact date of software expiration. 

Before your account is disabled, you may want to check out the WISC Software Catalog (includes Microsoft) and On The Hub (includes Adobe) to purchase software at discounted prices. NOTE: This software is only available to purchase while you are an active employee. Find details at https://www.uwplatt.edu/help-desk/purchasing-technology

Supervisors: Removing access

Supervisors are responsible for letting ITS know if they want employee access to other systems such as network storage and printers removed earlier than 60 days after the last date of employment.  
 
If there is an immediate termination (someone walked off campus), please contact Human Resources and request that access be terminated as quickly as possible. 


Preparing for account disablement

By planning accordingly, you can avoid missed email, lost files, and disrupted workflow. Before your account is disabled:

  • Take your personal files with you (from network drives and OneDrive) by downloading to a personal computer or portable storage device or transferring to another cloud service
  • Well in advance, open a new email account with another service, e.g. Gmail and notify your contacts, prospective employers, etc. of the new contact information
  • Redirect your UW-Platteville email to another email address. NOTE: This will result in you receiving all messages sent to you individually and as an employee.
NOTE: While your campus account is disabled after 60 days, your email account remains active for an additional 18 months after disablement. To avoid missing important messages:
  • Before your account is disabled, set up an auto-reply notifying senders that you are no longer with the university. Include new contact information at your discretion.

  • OR forward your UW-Platteville email account to another email provider. NOTE: This option will result in you receiving all messages sent to you individually and as an employee.

Permanent deletion

Once your account has been disabled for 18 months, the contents of your home directory and email storage will be permanently deleted along with your account.

If you have questions, please contact the ITS Help Desk at 608.342.1400 or helpdesk@uwplatt.edu.  You may also visit the Help Desk on the first floor of the Karrmann Library.




Keywords:termination end access deactivate close email disable netID free office applications one drive deactivation supervisor request prepare   Doc ID:60323
Owner:Valerie C.Group:UW Platteville
Created:2016-02-01 10:38 CDTUpdated:2017-05-15 10:12 CDT
Sites:UW Platteville
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