Employee Leaves and or Departures - Email Forwarding vs Delegation

MIS Department Policy & Procedure 

Employee Leave

The current policy is as follows:

• Employee's email remains active and access is retained

• Employee's email password is changed and account remains active

• Employee's email password is changed and email is forwarded to another department employee

Level of access is determined by department director or supervisor and is included in the notification from Human Resources.

Employee Termination (voluntary or otherwise)

• Employee's email password is changed and the director or supervisor is given the option for email to be forwarded for 30 days. 

  • If the option to forward is chosen, the director or supervisor notifies us who to forward to.

  • They can request that forwarding continue for as long as a month, anything beyond that will require approval from the IT Director.

• Delegation will not be offered, but if requested:

  • Requests must come from the department director (not a supervisor) and must be made to the IT Director who will then direct MIS staff to implement the delegation for a maximum of one month. 

  • If the department requires delegation beyond one month, they must request an extension in writing to the IT Director. 

Alias Option (proposed for very rare occasions):

If the department feels they require the use of the departed employee's email address going forward, we can offer to create an alias of that email address assigned to whomever the requesting department director deems appropriate. But this can only take place once the original email account has been deleted. 

Notes from Meeting 6/6/24

If we have someone who is terminated, we need to know for sure that person does not have access to any files in their Drive from their personal account. 

• Can we use a Bettercloud report to show if a personal account  is allowed access to documents after someone is terminated? 

• We also want to be able to look at any account, case by case, and find out what documents are shared with people. 

• We will send this report to the new employee to review and change as they see fit. 

• We will test this spontaneously for people to make sure it works. 

Domain insights for the week - report MC and SO need from BetterCloud

BetterCloud .exe files - SO needs