ITS Termination of Employee Policy

Overview 

In the event of employee termination, the SWOSU ITS Department will be required to close and/or remove SWOSU employee accounts along with the handling of SWOSU-owned technology equipment.  SWOSU has determined the procedures the ITS Department will follow in handling termed employee accounts and data to avoid future security issues.  It is also beneficial for all parties that the employment ITS termination process is as clear as possible so misunderstandings and distrust between the employee and SWOSU can be avoided.   

 

Purpose 

The purpose of this policy is to define guidelines for the handling of ITS accounts and technology equipment for terminated SWOSU employees. 

 

Scope 

This ITS Termination of Employment Policy applies to all prospective or current employees of SWOSU regarding termination of employment.  All SWOSU employees and affiliates must comply with this policy. 

 

Policy 

The ITS termination process for a terminated employee will include the removal and/or deletion of ITS account access and the handling of SWOSU owned technology equipment including but not limited to the following: PC, Laptop, MacBook, or tablet.  The process begins when the Human Resources (HR) department initiates, in writing, the information of the termed employee.  Human Resources will determine the status of the termed employee as either normal, disable account immediately or keep account.  Depending on the status of the termination, ITS will proceed with the steps of the designated procedure.  Each step in any of the termination processes will be completed and initiated by a SWOSU ITS team member. Exceptions to the status will be made if declared by the Human Resources department. 

  1. Normal Employee Termination 

  1. Notification received from HR marked as “normal” termination 

  1. Access to any accounts and security roles created by ITS will be disabled on the termination date, end of day, as declared by HR. Exceptions to the this can be declared by Human Resources. 

  1. ITS will retrieve the termed employee’s technology equipment. 

  • ITS will pick up the technological equipment used by the terminated employee. 

  • The technology equipment user will change from that of the terminated employee to the ITS Department in the inventory system.  The inventory location of the technology equipment will change from the terminated employee location to the ITS office location. 

  • The technology equipment will be placed in and remain in the ITS office until needed for a new user. 

  • The terminated employee data on the technology equipment will be backed up to One Drive for a period of 30 days. 

  • The technology equipment will be erased/re-imaged in preparation for a new user. 

  • The VoIP phone ID information will change from the termed employee to the building/room location of the phone. 

  • The VoIP mailbox for the user will be deleted and the ability to leave voicemail for the number will be removed. 

  • ITS will delete all ITS related accounts 30 days after the termination date declared by Human Resources. 

  1. Disable Employee Account Immediately Termination 

  1. Notification received from HR marked as “disable account immediately” termination. 

  1. Active Directory account will be immediately disabled.  In doing this there will be no access to any account.  Account will remain in a disabled status until further notice from HR. 

  1. ITS will retrieve the termed employee’s technology equipment. 

  • ITS will pick up the technological equipment used by the terminated employee. 

  • The technology equipment user will change from that of the terminated employee to the ITS Department in the inventory system. 

  • The inventory location of the technology equipment will change from the terminated employee location to the ITS office location. 

  • The technology equipment will be placed in the ITS office and remain there until further notice from HR. 

  • The VoIP phone ID information will change from the termed employee to the building/room location of the phone. 

  • The VoIP mailbox for the user will be deleted and the ability to leave voicemail for the number will be removed. 

  • ITS will NOT delete any of the termed employee’s ITS related accounts except for the voicemail account until notified by HR. 

  1. Keep Email Account Termination 

  1. Notification received from HR marked as “keep email” termination 

  1. Access to any accounts and security roles created by ITS will be disabled on the termination date, end of day, as declared by HR. Exceptions to the this can be declared by Human Resources. 

  1. Email accounts will be kept and remain active until further notice from Human Resources. 

  1. ITS will retrieve the termed employee’s technology equipment. 

  • ITS will pick up the technological equipment used by the terminated employee. 

  • The technology equipment user will change from that of the terminated employee to the ITS Department in the inventory system.  The inventory location of the technology equipment will change from the terminated employee location to the ITS office location. 

  • The technology equipment will be placed in and remain in the ITS office until needed for a new user. 

  • The terminated employee data will be backed up to One Drive for a period of 30 days. 

  • The technology equipment will be erased/re-imaged in preparation for a new user. 

  • The VoIP phone ID information will change from the termed employee to the building/room location of the phone. 

  • The VoIP mailbox for the user will be deleted and the ability to leave voicemail for the number will be removed. 

  • ITS will leave all ITS related accounts in either an active or deactivated state (whichever is declared by HR) until notice is received from HR to term the account as normal. 

 

Policy Compliance 

  1. Compliance Measurement - The Executive Compliance Committee team will verify compliance with this policy through various methods, including but not limited to, business tool reports, internal and external audits, and feedback to the policy owner. 

  1. Exceptions - Any exception to the policy must be approved by the Executive Compliance Committee Team in advance. 

  1. Non-Compliance - An employee found to have violated this policy may be subject to disciplinary action as determined by the staff and faculty handbooks. 

Contact Information 

Contact a member of the Executive Compliance Committee if you suspect a breach of this policy, or with questions regarding these guidelines. 

Lori Boyd 

Vice President for Administration and Finance 

(580) 774-3731 

Jonathan Clemmons 

Vice President for Public Relations & Marketing 

(580) 774-3063 

Adam Johnson 

Vice President for Student Services 

(580) 774-3177 

Patsy Parker 

Vice President for Academic Affairs & Provost 

(580) 774-3771 

Chad Kinder 

Assistant Vice President for Strategic Partnerships 

(580) 774-3790 

Garrett King 

Executive Director for Institutional Advancement 

(580) 774-3267 

Dayna Hardaway 

Assistant Vice President for Human Resources 

(580) 774-3275 

Dian Ray 

Director of Information Technology Services 

(580) 774-3271 

 

Revision & Approval History 

Date of Change 

Version 

Responsible 

Summary of Change 

Date Approved 

Approved By 

May 2025 

1 

IT 

Created as policy 

6/26/2025 

ECC 

 

 

 

 

 

 

 

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