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  3. Hiring & Separation Forms

What Happens to Accounts Of Separated Employees?

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Account separations occur when CalArts IT receives notice from Human Resources that a Faculty or Staff member is no longer employed by the Institute.  

Unless special circumstances dictate otherwise we process separation notices the same day we receive them.  

Faculty & Staff

HR is responsible for notifying IT of Faculty separations.  This generally happens when it is determined a Faculty member's contract is not being renewed.

In those instances the IT office will:

  1. Change Active Directory password, which disables access to:
    • Single Sign-On and all applications in the portal
    • New Google Workspace (email, etc.) sessions
    • VPN
  2. Log out of all currently active Google Workspace sessions (including on mobile devices)
  3. Remove Zoom Phone & Video Conferencing pro license access
  4. Remove access to Adobe Creative Cloud
  5. Deactivate Slack accounts and end all sessions (if applicable)

 

For those needing access to accounts of separated employees, there are two options:

  1. Email Only - CAIT can delegate the email section of Google Workspace to another user. This requires approval from Human Resources and the supervisor of the person receiving access.
    1. This is available for up to 6 months after separation.
  2. Google Drive - CAIT can migrate the contents of one users Google Drive to another. This requires approval from Human Resources and the supervisor of the person receiving the files.

Any account which is inactive for more than six months may be deleted at the Institutes discretion.

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