ACCOUNT TERMINATION FOR FACULTY/STAFF/ADMIN NO LONGER IN THE EMPLOY OF UNIS POLICY

This policy covers the disposition of email and other files stored on an individual’s UNIS-owned computer, assigned space on the School network or on any other UNIS-owned cloud services when an individual’s employment with UNIS is terminated.

UNIS does not normally review the content of an employee’s electronic communication, but these files are stored on UNIS computer systems and UNIS reserves the right to retain and access them as part of its responsibility for maintaining UNIS’ technology infrastructure or when deemed necessary for business reasons. It is important, therefore, that when an individual leaves the employ of UNIS the following procedures are followed to ensure that all necessary files are transferred from these individual spaces to the appropriate person at UNIS. The “appropriate person” will be identified by the departing individual’s supervisor.

Before an employee leaves UNIS, the employee must prepare the resources they created or archived on Google Drive with UNIS and follows these instructions:

1. Create a folder

2. Name it following this format : [First name]-[Last name]-[Subject]

3. Copy all resources created or archived on their Google Drive

4. Move this folder into the Team Shared folder created by their supervisor

5. Inform the Principal/Director at the end of this process for review

A “voluntary termination” is characterized by mutual agreement between the employee and his/her supervisor or manager about the terms and timing of the departure, and by a determination by the supervisor/manager that he/she can work cooperatively with the departing employee to follow these procedures. It is the responsibility of the supervisor/manager to make this determination.

In all good-will termination cases, the following procedures shall apply:

1. Upon notice of termination, an individual’s supervisor should work with the departing employee to arrange for the preservation of all business-related files both from the employee’s network space, cloud space and email box.

2. It is the responsibility of the manger to submit to the IT Department any requests that relate to the transfer of email or other files that need to be migrated from the departing employee to a different individual in the department, even if this is on a temporary basis.

3. The supervisor and employee may request assistance from the IT Department in this process.

4. The Human Resources Office will include an item in on its “employee exit” checklist for the supervisor to indicate that the above steps have been completed.

5. The manager may decide whether files are to be transferred to a designated location on the network, such as a shared departmental space, for example, or transferred to an external hard drive.

The overall goal of these procedures is to disable the accounts of the departed employee with 24 hours of the last day of their contract.

“Involuntary termination” usually involves little or no notice on the part of the employee and/or the supervisor/manager, under circumstances that warrant prudent measures to protect the business interests of the school.

In all cases of involuntary termination, the following procedures shall apply:

• As part of the termination process, the supervisor of the individual being terminated should arrange with the HR Director and the Director of Technology to secure all files from the employee’s network space, cloud storage and email box.

• It is the responsibility of the manager to inform the HR Director and the Director of Technology in advance of any involuntary termination so that appropriate arrangements may be made for the transfer of files and the timely closing of the account of the person to be terminated.

• If so desired, the Director of Technology willl arrange to transfer all files and email messages of the terminated employee as part of the process of closing the account. These may be transferred to a designated network space or cloud storage.

The overall goal is to disable the account of the terminated employee immediately upon termination of that individual's contract.