Employees (including non-Emeritus faculty)

As an employee (faculty or staff), here are the technology-related resources that will no longer be accessible upon your departure:

  1. CNU Connect, including email
    1. Inform your contacts of a new personal or work email address. Your CNU email will not provide automatic forwarding information.
    2. A best practice is to minimize personal use of your cnu.edu email address. At least two weeks before your departure, ensure all personal and/or professional correspondence is updated to another personal, non-CNU email address (examples include Facebook, LinkedIn, bills, friends and acquaintances, professional networks, contacts, etc).
    3. Your CNU accounts will be suspended upon your separation from CNU unless a request is submitted (by your supervisor) to retain access to email (see below) for historical or transactional purposes. 
  2. Google Contacts: 
    1. Consider taking note of any contact information you may need after separating from the University.
  3. Google Drive: 
    1. Think about any Google Drive information you may need after separating from the University. Note: Retaining access to sensitive or University-specific information after you have separated from the University is prohibited by the Employee Separation Clearance Policy (5080). Shared Google files should be moved to a Google Shared Drive for use by others. IT Services cannot recover individual files and send them to new users. 
  4. Scholar:
    1. If you have materials for your teaching stored in Scholar, you will need to transfer them to personal storage.  If your new institution uses Blackboard, you may be able to export the course.  Otherwise, you’ll need to download the files from your shell.  Call the ITS Help Desk if you need assistance with this.

Supervisors

As the supervisor of someone leaving the University, you need to be aware of the following information. The departing employee may have data in various locations that require your attention:

  1. CNU Connect Email: 
    1. In the case of a mission-critical employee’s departure, IT Services can offer one or both of the following:
      1. Do you need information contained within this account? 
        1. The account may need delegation to a specific person (or you). See the options below.
      2. Should this account remain open, with an out-of-office reply? ITS suspends all accounts when an employee separates from the university. If the separating employee’s email is required (such as ongoing business or anticipated email arrival) please see below:
        1. Please submit a ticket with this request along with the date at which IT Services can close the account.
          1. Standard message: Thank you for your email. <former employee> is no longer employed by Christopher Newport University. Please contact <current employee> if you have questions or concerns. 
          2. Standard timeframe: 90 days
  2. Google Drive: Files may need to be placed in a Google Shared Drive
    1. The departing employee can transfer ownership to the supervisor or any designated CNU user for individual files and folders, or move his or her data to a Google Shared Drive where others can use it. 
    2. To change ownership after an employee has departed, the supervisor can submit a ticket to IT Services.
  3. Google Calendar: Shared calendars via G Suite
    1. The departing employee can transfer ownership to the supervisor or any other designated CNU user. 
  4. Files and Folders: 
    1. Shared files on one or more servers (ex: F:\) may require relocation
    2. Files and folders on their computer’s hard drive (“local files”) may have to be shared with another employee (or you).
  5. Procurement eVA account (if applicable)
    1. Does the employee have open orders/purchases in the eVA system? If so, you may need to request additional access from Procurement. 
  6. Phone service
    1. Should the voicemail greeting and password be updated?
    2. Will you need access to the voicemails?

Important note: You can coordinate the items above with your departing employee for a seamless transition. Any changes after the employee has been terminated will require separate helpdesk tickets. 

Other things to consider:

Do you need to transfer all Google Drive files owned by the employee?

FAQ

References

a. Disables information system access within 24 hours of employment termination;

b. Terminates/revokes any authenticators/credentials associated with the individual;

d. Retrieves all security-related organizational information system-related property;

e. Retains access to organizational information and information systems formerly controlled by terminated individual;”

Supervisor Options for Departing Employees

If a University employee or student requests that IT Services view his/her email account in the presence of the requester, IT Services may only do so after obtaining consent in writing. 

The only exception to this prohibition is contained in the following circumstance:

Continue CNU Business Operations 

Handling Options