Best Practices Regarding Accounts for Departing Faculty/Staff

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Stephanie Hebert

I am looking for best practices regarding what to do when Faculty/Staff leave the institution (either voluntarily or not). I am specifically dealing with the following scenarios:

  • Staff who are only staff (no other roles) who are leaving the institution
  • Staff who are also students (past or current) who are no longer working at the institution
  • Staff who are also faculty (past or current) who are leaving their staff (advisor, success coach, financial aid) role but may continue as adjunct faculty

And in each of these scenarios should you do the following? If so what does your timeline look like?:

  • Remove ability to schedule meetings (I understand this will likely change with the redesign)
  • Remove roles (should you leave any roles active?)
  • Impersonate the employee and unfollow any previously followed students
  • Deactivate their account (does this answer change if they might return as a student or adjunct faculty member?)
  • If you do deactivate their account, what happens if/when they return in some other capacity?

I understand that some of this might be specific to an institution's SIS and IT Account Management but I am just trying to get an idea of what other institutions might do in these scenarios so we can create some type of process.

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    Benjamin Fries
    SS&E Certified

    Hello Stephanie,

    I am glad that you asked this question. At our institution we remove all roles that are related to the position that they left ASAP. As an administrator I am part of the HR onboarding/exiting process. So to answer your question's directly I am going to give you bulleted answers to your questions.

    1. If staff leave all roles are removed.

    2. If they are a past student we allow them to keep that but no others.

    3. We remove whatever role they previously had and only keep active what their current role is.

    4. We remove roles the day that their positions changes/terminated/retired.

    5. We impersonate the profile at the time of separation/job change to make sure that they are only seeing what they should.

    6. If they were to come back we asses what roles they would need at hiring so it is a clean slate.

    I hope this helps!

    Have a great day!

    Ben Fries

    GOCC

     

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    Stephanie Hebert

    Ben,

    Thank you for your thorough response. This will give us a great jumping off point for our process.

    Stephanie

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    Vikas Chawla
    (Edited )
    Watermark Support

    Stephanie Hebert Thank you for your post in the Community and Benjamin Fries Thank you for your valuable suggestion on this community post! We truly appreciate the time and effort you took to share your thoughts.

    Benjamin, we have also taken your recommendation into account and have created a new Help Center article based on the information you shared. We think this article will greatly benefit other clients and serve as a valuable resource for those with similar questions or needs.

     

    Here is the link to the article: https://support.watermarkinsights.com/hc/en-us/articles/27250834823451-Best-Practices-for-Departing-Faculty-Staff

     

    Thank you once again for your contribution and for being an important part of our community. We look forward to seeing more engagement from you in the future.

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