Account Access for Departing Employees

When a faculty or staff member leaves the College, their access will be terminated and certain access/data will be transferred to their manager. This article details those behaviors and only applies to departing employees. Please see the Student Deactivation and Alumni Email Program Policy for details regarding departing students.

Please note that this article is not a policy document, but rather a listing of technical behavior. For our account termination policy, see the Employee and Third-Party Account Termination Policy, which details special circumstances such as departing employees who are Alumni and different circumstances for Faculty Emeriti.

What happens to an employee's account when they leave?

Departing employees and/or their managers will first follow HR's resignation/termination procedure. Through that process, a termination date/time will be logged into Workday.

What happens immediately

Upon the termination date/time, IT will automatically:

  • Change the user's Emerson Account password to something random and log them out of all online systems, such as Gmail, Workday, etc.
  • Set an email auto-responder stating that the employee has left the College and to contact their direct supervisor's email address for further questions.
  • Grant the direct supervisor access to the departing employee's mailbox, which they can access by logging into their own Emerson Gmail, and then click the user icon in the top right of Gmail and find the department employee's email in the drop down. Note: If you don't see it, please click refresh in your browser and try again.
  • Transfer the ownership of all Google Drive data to the direct supervisor. The supervisor will see a new folder in their own Google Drive (under My Drive) named the email address of the departing employee.
  • Disable the user's Slack account.

The next morning, the employee account will also be removed from any automatic email lists, which will also remove them from systems such as Adobe and Microsoft licensing.

We do not support forwarding email to the supervisor.

What happens after 60 days from the termination date?

After 60 days from the termination date, the departed employee's email account will be disabled (but not deleted), which will have the following results:

  • The supervisor will no longer be able to access the departed employee's email account.
  • Emails sent to the departed employee will not be delivered and the sender will receive a less friendly system bounce back instead of the previous auto-responder.

What happens after 90 days from the termination date?

After 90 days from the termination date, the employee's Emerson Account and email will be deleted and will not be recoverable, unless IT has been informed by General Counsel or senior leadership or records retention that the account must be preserved.

What happens if an employee leaves and then is hired again?

Their account will be rebuilt or re-enabled (depending on how long it has been since their initial departure) and they will receive a new onboarding message with instructions on how to log into their Emerson Account.

What happens if an employee resigns or is terminated but is still a student?

In this event, the termination events listed above will still happen, and the account will be converted to a student account and the former employee/current student will receive a new onboarding email. They will then be able to regain access to their account, but their former supervisor will have access to the email for 60 days to maintain business continuity in their department. 

If Google Drive contents that were transferred to the supervisor need to be returned to the former employee/current student, the supervisor can share/transfer ownership of those specific non-business folders/subfolders on Google Drive with the former employee.

What happens if an employee resigns or is terminated but is an Alumnus who opts into the Alumni Email Program?

In this event, all of the termination events listed above will still happen, and after the supervisor has everything they need, the departed employee may reach out to helpdesk@emerson.edu to be enrolled in the Alumni Email Program. Once enrolled, the alumnus will receive a new onboarding email to log into their Alumni Email account. The terms detailed in the Employee and Third-Party Account Termination Policy and Student Deactivation and Alumni Email Program Policy will apply.

What if I want the departing employee to have continued access after their termination date?

Employee access to electronic systems at Emerson follows their status in Workday. If they need continued access, they need to have an official status at that College. Please work with Human Resources to pick an appropriate termination date.

What if I want different behavior for the employee's access upon termination?

  • If you would like a different person other than their manager to have access to their mailbox, please have someone in the departing employee's reporting structure contact helpdesk@emerson.edu with this request.
  • If you would like to change what the out of office says, simply log into the departing employee's email and change the verbiage for the auto-responder.
  • If someone else needs access to the departing employee's Google Drive data, wait until the data is transferred to their manager, and then right-click the folder and share it/transfer ownership to the appropriate person.
  • If you need an extension on the 60 day access to their email or the 90 day deletion, please contact helpdesk@emerson.edu with this request.
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