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Advice for Departments with a Departing Staff Member

When a staff member joins the University a whole series of accounts is created for him/her. When the staff member departs, whether for a job at a different institution, to attend graduate school or even to transfer to another position within Georgetown, some of those accounts automatically become inactive and other require manual intervention.

The information on these pages cover many common applications and gives advice on a number of issues your office should consider in advance of a staff member?s departure. There is also a link to a form helpful in summarizing the accounts the person had which can be forwarded to the Help Desk.

Accounts and Applications to take into consideration This page offers detailed descriptions of GUMail and @georgetown.edu routing, administrative NetIDs, computer files on Novell drives, departmental web sites, and GUCalendar issues.

Form to request closing of accounts Please submit this one-page form to close accounts five days before the employee's departure to ensure a smooth transition. Use this form only if you have authority from your department to request account closures. 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.

Considerations and Advice with regards to E-mail for those with additional affiliations Certain affiliations, especially Alumni, entitle a person to continuing services. Get all the details related to the staff member leaving your office.

How do I extend e-mail access for a departing faculty or staff member? Sometimes a peson will no longer be paid, but they will continue to be involved in a project in your office. Find out in what situations and how to do to extend their electronic services.

What if I need to gain access to an account after the person is gone? It is important to recognize that neither UIS nor your local system administrators may give you access to files once the employee has left. Check here for the procedures required if such access is needed.