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Rapid Separation Process

Access and Account Disabling Process (for regular separations and retirees)

What is a rapid separation?

  • When a supervisor is concerned that a departing employee may misuse University resources, they may request an employee’s account be immediately disabled.
  • You may request a rapid separation for anyone who is not a student or has multiple jobs on campus.
  • A rapid separation action only affects access to resources that use University authentication like Wolftech AD.  Access that relies upon local authentication methods will be unaffected.

Process for Rapid Separation

  • Local HR enters an action with an effective termination date.
  • Local HR will confirm the user is not a student or employed elsewhere on campus.
  • Supervisor or HR rep send an email to oit_confidential@help.ncsu.edu with the
    • Unity id
    • desired date and time of the separation (at least 1 business day in advance)
  • At the desired date and time, OIT S&C disables the account.
  • PeopleSoft HR sends the affiliate change ~ 21 days after the effective termination date.
  • OIM disables the Wolftech AD account and an affiliates account is created.
  • Supervisor notifies CALS IT via the Disable User form and checks Urgent. CALS IT will remove user from server resources and server groups and other items indicated in form.

Rapid separation with access to employee data

In some circumstances managers need access to employee data for business continuity purposes.

  • Local HR enters an action with an effective termination date.
  • Local HR will confirm the user is not a student or employed elsewhere on campus.
  • The supervisor or HR rep should e-mail Employee Relations, employeerelations@ncsu.edu, explaining:
    • Business justification for needing access
    • Data requested
    • Unity id of the departing employee
    • Unity id of supervisor requesting data access
    • How long the supervisor needs access
  • Once Employee Relations responds, the response from Employee Relations should be e-mailed to oit_confidential@help.ncsu.edu.
  • At the desired date and time, OIT S&C disables the account.
  • PeopleSoft HR sends the affiliate change ~ 21 days after the effective termination date.
  • OIM disables the Wolftech AD account and an affiliates account is created.
  • Supervisor notifies CALS IT via the Disable User form and checks Urgent. CALS IT will remove user from server resources and server groups and other items indicated in form.

How is access granted?

  • OIT S&C will scramble the password and disable password reset
  • OIT S&C will then grant approved permissions to the supervisor
    • Email delegation
    • Vacation response
    • Primary calendar event transfer
    • Google Drive transfer
  • While the account is in affiliate status, only Google Drive contents can be transferred
  • When transferring Drive contents, all organization will be lost (no folder hierarchy)
  • For extended access (beyond ~21 days post termination date), Departmental HR must set the employee as a no-pay employee.
  • The supervisor needs to be prepared to provide access to W2’s, salary history and other info until the affiliates account is created.

Notes:

  • If the manager wants access to email or an out of office message, S&C will grant delegate access to the account.  The delegate can set the away message and browse or forward email.  
    • NOTE: The vacation message and ability to look at the email will end 3-4 weeks after separation when OIM disables the account.
  • If the customer wants Google Drive contents, S&C can transfer Google-related content to the account.
  • If the customer needs Calendar items, the Google Service team (GST) can appointments not scheduled with another person or room and will appear directly on the designee’s calendar.
  • Any requests for forms like W-2s, paystubs, etc. will have to be met by dept HR because the employee will be locked out of MyPack until OIM processes the account.
  • At the end of 3-4 weeks, OIM will terminate the account and access to email will be lost.
  • If the employee is rehired by the university, delegate access has to be revoked and the dept must work with the former employee to get the data.

**If the separating employee is a current student, graduated student of NC State, or employed elsewhere on campus, none of the actions above can be enabled. Students must maintain access to their accounts.

Any concerns or questions, please contact S&C at security@ncsu.edu.