Introduction

This article describes the procedure for offboarding a CCID when an employee is terminated, abruptly resigns, or is disrupted. 

For a standard offboarding, please use the CCID Offboarding Service Catalogue Request Form

NOTE: This process is specific to University of Alberta CCIDs.  It does NOT automatically include removal of domain access or local computer accounts. These generally are completed through the various department's standard procedures. If you want these accounts to be disabled at the same time as the CCID this MUST be specifically requested in the ticket.

Applicability

The article is intended for staff in both central and departmental Human Resource Services (HRS) roles. It is also applicable to CISO Information Security team, and may contain information of note for the Identity and Access Services and Endpoint Support teams.

Policy or Process

Steps for Human Resources Contact:

Email abuse@ualberta.ca with the following information:

1. Subject line: CCID Suspension Request
2. CCID of employee being disrupted (or resigning)
3. Employee ID of the employee being disrupted
4. Department the individual works for
5. Date and time the suspension is to occur
   • This generally happens at the same time the individual's disruption meeting is taking place
   • If this is an abrupt resignation, the time and date can be immediately - Please make this clear if this is the case

NOTE:  The CISO Information Security team does not always see the tickets in our queue immediately. For time-sensitive disruptions/resignations, please call us at 780-492-1390 at least 24 hours (if possible) before requesting the ticket be made a priority. 

CCID swap information:

All former employees must have access to their T4 tax forms from the University. To facilitate this for former staff, IST performs a "CCID swap". This swap involves creating a new CCID and transferring all the Bear Tracks and People Soft information to the new account. The new CCID WILL have access to a UAlberta email address, but the inbox (and Google Drive) will be completely empty. They will not have access to the former department's Google Drive files.

In cases of disruption/abrupt resignation/termination, we realize that there may be potential for abuse of a UAlberta email account. If you believe this situation may occur with a specific employee, we will not do the swap. In these cases, arrangements must be made for either central or departmental HRS to provide the employee with their tax forms at the start of the next year. IST does not have any involvement in this process.

Confirmation of receipt of request & next steps:

The CISO Information Security team will send you a confirmation of receipt as soon as we are able. If you have not received an email or a phone call within a few hours of submitting the request, we advise giving us a call (780-492-1390).

Once the suspension has been processed by the Information Security team, we will send you a form to fill out with additional information. This form is required for us to complete the request. Please return it as soon as possible.

Departmental access to former employee's accounts:

All requests for access to former employee's accounts require an approval process be followed. Please visit the Requesting Access to Offboarded Accounts knowledge base article for the procedure.

To make changes to the date or time please call us as soon as possible. We WILL do the CCID suspension at the time requested unless we hear from you.