3.16 – Termination of Employee Accounts

Purpose of Document:

To define the role of LITS when a Seminary employee’s employment is terminated. 

Policy:

When an employee of Asbury Theological Seminary ceases to be employed, whether voluntarily or involuntarily, LITS is responsible for ensuring that all aspects of the employee’s departure involving technology are properly handled. 

Human Resources (for staff) or the Provost’s office (for Faculty) will inform LITS of the employee’s termination date and whether or not the employee is being immediately replaced. 

Email and Active Directory Credentials

Upon the termination date, the terminated employee’s email account and active directory access (CAS) will be disabled at 5pm Eastern time, unless otherwise directed by HR or the Provost. 

  • Upon HR’s request or approval, the employee’s supervisor shall be permitted access to the mailbox of a terminated employee after the employee’s termination date. For members of academic departments, the Provost’s Office must also grant approval and would serve as supervisor. If the employee is a Current Student or Alumni (see below), permission must also be requested and granted from the Student/Alum prior to granting access to their mailbox by supervisors or others in their former department. If permission is denied and it is believed that important Seminary related correspondence, documents, contacts, etc exists in the mailbox/account, then with the approval and supervision of HR/Provost, LITS will access the mailbox and related resources (e.g. Google Drive) with the intent to preserve Seminary related information. The former employee will be contacted and informed of the content which was preserved from their account.
  • Current students and alumni of the Seminary are allowed to keep their email address and active directory access.
    • In the event of a current Seminary student or alum being “terminated with cause,” the employee’s account can be suspended with approval of the Director of HR. LITS can create a new account for student/alumnus use. 
  • All other exceptions to this policy require approval from the relevant department head and will be considered on a case-by-case basis. 

Seminary-Owned Computer Equipment

A terminated employee is required to return all ATS technological equipment prior to their separation meeting with HR. LITS will erase the computer(s), and a decision will be made by the Director of Technology Support Services whether to reissue or replace the device. 

Other Systems

LITS will ensure that a terminated employee’s access to Associated Systems (e.g. Nexus, Canvas, etc.) will be removed upon the termination date, unless otherwise directed by HR or the Provost. Additionally, LITS will remove the terminated employee from all Google Team Drives and Groups and Delegated Email Accounts. 

LITS Staff reserve the right to modify this policy at any time.

Approvals: 

  •  LITS: October 11, 2019
  • Cabinet: January 2021

Next Review: 

  • January 2022