Employee Separations and Termination


Requirements and procedures are in support of governing CU Policies and CUIMC Information Security Procedures.

When an employee changes their department/division or their employment for CUIMC ends, proper notification must be given to allow for change, restriction and/or disabling of any login accounts and access to data. This must be done to help safeguard information, ensure that only authorized individuals are using the logins, and that the owning department or division is aware of active user accounts – some of which incur annual or quota based charges.

Requirements

Procedure

To notify CUIMC IT of Domain or CUIMC email accounts for separations other than retiring, please submit the Disable User's Account form linked under Submit a Request. This should be done as far in advance as possible; there is a field on the form to include the final date of employment.

For CUIMC email account holders:

The Provisioning and Deprovisioning (PDF) document has additional procedural information for employee Exchange accounts including long leaves of absence.

For Retiring Employees:

DO NOT submit the Disable User's Account form.  When the employee's DA or other qualified person in the department notifies HR of the retirement via their advanced access to myColumbia, they are added to a "feed", setting an automated procedure in motion.  The month after it is submitted by the department to HR, the retiree will receive a LionMail account (to be used with their @columbia.edu address) and 3 notification messages to their @cumc.columbia.edu email address before it is closed.  The messages will explain the process, including the expiration of their CUIMC email account and how to download and save its and messages before expiration.

Please DO verify that the retiring employee is not the owner of a shared mailbox/calendar; if so submit the Modify CUIMC or Disable Shared Mailbox Access form to change ownership.  If you do not, the shared mailbox will automatically be removed when the owner's CUIMC account is expired.

Additional Help

CUIMC IT does not oversee accounts not specifically mentioned on this page. Refer to the list of common CUIMC Applications and Access for information on other accounts and their managing group.

General administrative policies regarding employee separations and termination can be found at the Columbia Human Resources website, select the HR Manager Toolkit - Workplace Management - Layoffs and Termination links.