Accounts and Applications to Take into Consideration for Regular Staff





	About NetIDs NetID FAQs Your @georgetown.edu How to get a NetID Info for new employees Don't know your NetID password? More than one NetID? Departing employees Info for Alumni Password security NetID Tools Change your NetID password Review or change your e-mail routing Administrative NetIDs / Aliases / Listprocs Directory Information About the Directory View your online directory entry View your contact information in Directory Access+ NetID-enabled Applications Access+ Services Blackboard Data Warehouse GUCalendar GUExpress GUMail GUShare hoyasonline Peoplesoft Admissions Web Services	HOME » NETID SERVICES » DEPARTING STAFF Accounts and Applications to Take into Consideration for Regular Staff This page includes actions that should be taken with regards to some common applications. Some systems require user action to close an account, but the department can submit the Account Termination form to the Help Desk for faster action on the deletion of a person's NetID password. If you have the authority for your department to request account closures, please do so using the Online Account Termination Form. If you do not have the authority to request account closures for your department, or if you are unsure, please fill out the Printable Account Termination Form and fax this to the helpdesk. GUMail and @georgetown.edu routing GUMail accounts for staff members are closed on a weekly basis. The staff member will be notified of the closure by email on the Monday after their termination. The GUMail account will be closed the following Thursday morning. Information on saving messages to local mail--or a CD--is available on the GUMail web page. Remember to make a notation of the name/location of the local folder so that you can find it in the future and to save a copy of the email client to the computer or CD from which you will be reading the messages. Administrative NetIDs If the person leaving your office is the owner of any Admin NetIDs or Aliases, ownership should be transferred before the person leaves. This is done by completing the online Ownership Change Request form. The existing password will continue to work under the new owner. UIS strongly recommends changing passwords on all administrative accounts whenever a staff member or student worker leaves an office. If no one in the office remembers the old password, a reset can be requested on the Ownership Change Request form. Computer Files on GUShare The departing staff member should be sure to move files that will be needed by their department to a shared portion of the departmental GUShare space. Think about and plan for annual projects that require documents from a person's individual share. For example, if a staff member leaves in February think about the mass mailings the person does in September and what files are needed in order to accomplish the task. Once important documents have been moved to the departmental GUShare space, the person should log into the GUShare tool and click the Disable GUShare button. Fourteen days after taking this action, all data in the GUShare account will be deleted and the account inactivated. Departmental Web Sites Before the employee leaves, the Web developer should transfer the files to another owner or another server before they leave the University. UIS/Web Services is not responsible for files that may be lost when the account is deleted after the employee leaves the University. Developers can request that these files be transferred by filling out the Web Access Restriction Request form. GUCalendar Accounts GUCalendar accounts must be closed by the Calendar owner. Before doing that there are several issues to take into consideration. Any meeting (past or future) that the person created will dissapear from their Calendar and the Calendars of any of the invitees when the person's GUCalendar account is removed. Regarding their personal Calendar, the staff member him/herself should: Block all users from sending new appointments through the access rights options. Give designate access to allow a colleague to manipulate/manage the calendar until it is deleted. Regarding group meetings: Before the staff member's departure, the successor or another continuing colleague should identify and recreate any group meetings that were created by the departing staff member if the meetings are to continue in the future. The departing staff member can then delete the meetings that s/he created. After determining that there are no important dependencies on the person's GUCalendar, the person should log into the GUCalendar tool and click the Disable GUCalendar button. Fourteen days after taking this action all data in the GUCalendar account will be deleted and the account inactivated. If the person managed any resource Calendars: Find a new resource owner and give that person full designate rights and the password for the resource. Contact the Help Desk to update the resource ownership and contact information. Directory Access+ If the departing staff member acted as the directory coordinator for your department, please send the name of a new/interim coordinator to netid@georgetown.edu Blackboard, Faculty Access+, Employee Access+ Access to these services will end the day after the person is terminated in the HR system. A person who is an Alum/na or a continuing Student will continue to be able to log into Student Access+. Additional Applications Please contact the Help Desk to request the closure of accounts on Peoplesoft Admissions, Peoplesoft Financials, Datawarehouse, Genesys or SIS mainframe accounts, and GOCard administrative access.