De-Provisioning FAQ
Overview:
De-Provisioning Notifications:
How often does the termination process run?
Who receives termination notifications?
What do the notifications say?
Account Access Details:
Access is automatically removed from the following platforms
Access is removed manually from the following platforms
How long will accounts remain active after termination notification?
When is a person no longer eligible for an account?
What access can manually be removed/modified prior to actual expiration date?
What if I need an exception? And what if I need an exception more than 30 days?
What Is my department number and where can I find it?
Report Details:
Service Owner Information:
De-Provisioning FAQ#What does the closed folder report include?
De-Provisioning FAQ#What information is reported for Closed accounts?
De-Provisioning FAQ#Who is not reported?
De-Provisioning FAQ#What does the transfer report include?
De-Provisioning FAQ#Who has access to the Service Owner info share on the V drive?
Overview:
What is De-Provisioning?
The closing or removal of access based on status at the University.
The key goal: Automate terminated accounts in a timely manner when an individual is no longer eligible. This is determined by EduPerson Codes (Albany)
Providing such benefits as:
Adherence and enforcement of IdM policy & business rules
More accurate representation of employees role at the University
More efficient & timely notifications
Reduction of manual processes
Annual Review of Emeriti Access
Student Account Closure process is incorporated
Whom does this affect?
Those who are no longer eligible to have accounts (Faculty, Staff, Students, and Volunteers)
Emeriti (UUP or M/C) have the option of retaining or closing their account
Who is not eligible?
Eligibility is determined by EduPerson Codes (Albany)
(Note: This is only a partial list of examples, as there are many statuses or variations of being active/eligible at the University)
Faculty or Staff that no longer have an active employment record in the Human Resources system of record
Students that are beyond the first year alumnus status (no longer have a code of ALM1)
Lecturers who have not been actively employed within the last 6 months
Volunteers whose appointment date has ended or is past due
Emeriti that do not respond to the yearly notification requesting to retain their account. Individuals are identified as Emeriti within their Human Resources employment record upon retiring from the University as a member of United University Professions or Management Confidential. An individual's Human Resources employment record must indicate Emeriti status. For more information please see Emeriti FAQ.
What are the process steps?
Step 1 - Identification of those that are terminated
Step 2 - Send out termination notifications to:
Individual (Employee, Volunteer, or Student)
Departmental mailbox specifically set up for termination notifications (Employee and Volunteer)
Step 3 - Actual shutting off of account is 30 days from notification (except for Lecturers who fall in the 6 month grace period)
Step 4 - If an exception is needed, the ability to grant exception with proper notification from the department
Step 5 - After a minimum of 8 months, accounts and their data are deleted