SoN IT Employee Offboarding

Important Notice: Student workers are required to off-board.

Departing Employee Duties

1. Notify of Departure & Complete Offboarding Form

• Complete the offboarding form if your supervisor has not yet done so.
• Schedule an appointment with an IT Technician for offboarding guidance.

• Back Up Your Data (UW NetID Required): Please ensure that all data stored in cloud storage, on computers, and elsewhere, as needed by the school, other individuals, and yourself, is properly backed up to the appropriate locations. For instructions, visit the How to Back Up Data Guide (UW NetID Required).
• Migrate Account Content: Transfer important files from your UW Google or Microsoft accounts before deactivation. Utilize available tools to migrate emails, contacts, and files to a different account. Complete this promptly to avoid data loss. For instructions, visit Migrate UW Content.
• File Ownership Practices: Transfer ownership of important files stored in your Google or Microsoft accounts to colleagues or shared accounts to maintain access. Files left without an active owner may be deleted when your account is deactivated. For instructions, visit File Ownership.
• UW Office 365 Account & Data Deletion: Three days after your last day at UW, you will receive an email stating your UW Office 365 account will expire in 14 days, after which it will be permanently deleted. Be sure to save any important data before the account is deactivated. For instructions, visit UW Account Expiration.

• Are you the owner or admin of a Teams Group, SharePoint site, or any other software group? If so, transfer ownership and admin rights to someone else.

• If you have equipment that belongs to the SoN, please contact the SoN IT Service Desk to coordinate a drop-off time for the equipment.
• For contactless drop-off using the Tech Lockers, please call the service desk to schedule a return appointment and provide the date and time you will be accessing the lockers, as well as the items you have dropped off.

For all the steps provided above, the SoN IT Service Desk is here to assist you. If you encounter any issues or need guidance, please don’t hesitate to call us to schedule an appointment for offboarding assistance.

Supervisor Duties

• Complete the offboarding form.

2. Remove Access from Various Services

• As their supervisor, you may want to ensure that their access to various services is removed. Access removal is usually automatic and applies to, but is not limited to, MS Teams, UW Groups, and Mailman lists. (UW NetID Required for two services)
• Transitioning employees usually lose access to UW software, including email, 14 days following departure. (refer to: G Suite expiration, MS Office 365 expiration)
• You may contact the SoN IT Service Desk at sonhelp@uw.edu if access has not been removed following an employee’s departure.

3. Transfer Ownership (If applicable)

• For Shared NetIDs: We recommend that you change the ownership of the shared NetID from the offboarding employee and update the password.

• For more information, please visit the  IT Connect page regarding Share UW NetIDs.

For all the steps provided above, the SoN IT Service Desk is here to assist you. If you encounter any issues or need guidance, please don’t hesitate to call us to schedule an appointment for offboarding assistance.