Overview
This is a checklist for ASCTech staff that's a starting point for on boarding and off boarding. It is visible to all as a guide and should not be considered to cover every situation. Units will have additional procedures.
This can be a lot of information for a new faculty/staff member, but if they remember that something is on this list and they can see you for more info that's good.
Faculty/Staff General Checklist:
On Boarding:
Email can happen before a faculty member is hired: as soon as they are entered into Workday, they can request an activation code at my.osu.edu to setup their email.
Introduce IT support at OSU:
- ASCTech: introduce personnel and divisions and how to contact, introduce the Knowledge Base
- 8help/BuckeyeBar: when to use, particularly students with personal equipment
Accounts: explain what the name.n account does (email, BuckeyeLink, Carmen, Wireless, ASCTech AD), enroll in Duo.
Services: Make the hire aware of the following services:
- CrashPlan
- Our Microsoft subscription: Office 365 / OneDrive / University Email System (UES) / Teams
- Teams phone number - request if needed.
- Remote access to computing resources, library, and Duo
- Teaching Technology Resources: ASC ODE and OTDI
- Software available via Self Service/Software Center, OTDI, and other methods
- Web services (u.osu.edu)
- Compute resources (specific to unit, Unity, OSC, AWS and AI)
- Printing
Ordering Equipment
- All computing equipment is ordered by ASCTech and we will happily consult to
- Highlight procedure for ordering OSU owned equipment, including startup and grant purchases.
- Tech Hub for Apple purchases, Lenovo as a prefered vendor.
- The standards KB article.
- Sign or Verify any necessary forms: Off Campus form for equipment, Restricted Data Acknowledgement. (These can vary by unit.)
Security: All users should take IDP training, but reinforce basic security: anti-malware, phishing, protecting OSU data, backups.
Off Boarding:
The goal with off boarding faculty, staff, and students is to avoid surprises and to make sure data is considered before the last day.
- OneDrive: discuss conversion to personal account, placing files in a Team
- Note that all files shared from their name.n account will no longer be accessible. They will need to move business data to unit admin/research storage and share to appropriate groups from there before their departure. Recovery of inaccessible data is possible after departure, but it requires ASC HR approval and OTDI intervention.
- Note that students get OneDrive for two years, thus it may be a surprise when those shares are no longer accessible.
- Office 365: discuss termination of license and installed copies, place any needed files from OneDrive into shared Teams storage.
- Faculty and Staff lose access on their last day to OneDrive, Teams, and Office365.
- Exception: Faculty who are becoming emeritus retain access as before.
- Email/files: discuss getting needed items to their supervisor/colleagues.
- ASCTech can assist if the employee is present, planning ahead and organization is very useful here.
- As of December 31, 2024 there is no longer the Lifetime Email Forwarding Service (LEFS) for graduated students or staff retirees.
- Non-emeritus retirees get UES access for 60 days, and graduates get BuckeyeMail for two years.
- Calendars:
- If the employee is the owner of calendars, have them email OTDI to request an owner change.
- Sponsored Guest: make aware if access is needed past the employment date.
- Sponsored Guest is initiated by the sponsor at https://my.osu.edu.
- See the related KB for a walk through.
- Equipment:
- Coordinate equipment return with equipment manager.
- ASCTech will assist with repurposing or surplus as applicable.
- As with email, planning ahead so the employee gets needed files to colleagues is important.
- Sign an off campus return form.
- Remove from mailing lists/UES groups/etc.:
- Central OTDI Identity Management (IdM) should handle the account disabling.
- Units may have mailing lists or groups that they will want to curate.
- Locks/Keycards:
- Remove from any electronic locks.
- Locks: If the user had Lenel programming access inform the lock shop of departure.
Most of the above is applicable to employees leaving OSU. Transferring within OSU is a special situation. Employees staying with OSU will retain email and other access, but it is essential that the unit consider other access and remove as needed as IdM will not disable their accounts. Examples are Teams, file shares, lock access, equipment.
Faculty Unpaid Leave:
If a faculty member goes on unpaid leave: as long as they are not terminated in Workday they will have access to all OSU systems including email, Office 365 and their computer login.
HR Resources
Leaving Ohio State - Human Resources at Ohio State (osu.edu)
Preparing to Retire - Human Resources at Ohio State (osu.edu)
OTDI Resources
The central computing group, OTDI, controls processes that happen automatically on unaffiliation with the University: graduation, termination, retirement. OTDI runs the central provisioning system IdM, as well as Microsoft services, like email
It is important to read all communications from OTDI and HR as soon as they arrive.
Examples of OTDI Communications:
In case someone is confused by OTDI communications related to account status the following may be helpful:
OTDI KB on examples of OTDI Sponsored Guest communication.
Attached to this article are three PDFs of OTDI communications:
- faculty/staff UES access removal email
- graduating student email sent around end of classes
- Microsoft Student Advantage access removal email - students keep access to Office 365 for two years after graduation
Please note: these sample communications are from before the discontinuation of the Lifetime Email Forwarding Service on December 31, 2024. thus ignore any reference to email forwarding.
Excerpts OTDI KB On Access After Separation:
OHIO STATE USERNAME MAINTENANCE: DELETION OF NO LONGER AFFILIATED ACCOUNTS
When an Ohio State account and access to university systems is removed access varies depending on your affiliation with the university:
- Faculty/staff who resign or are terminated (not for cause or layoff/reduction in force) will have their account access discontinued immediately, including UES mailbox access. Please note that this does NOT apply if the reason for the termination is "End Temp/Term Employment" (TMP).
- Faculty/staff who retire will have their account access discontinued immediately, except for their mailbox on the UES (if this was their election at the time of retirement) for 60 days.
- Note: to be retired, means meeting OPERS eligibility to retire, and OSU HR does the separation as a retirement. You do not have to take OPERS retirement benefits at the same time as university retirement to have R0 status. Please discuss with HR ar end of service.
- Faculty/staff who are terminated for cause will have their account access discontinued immediately.
Article: KB03259 Published: 2021-05-08 Last Modified: 2021-05-08 Type: External Assigned To: lohmeyer.3
OTDI Matrix of Email Access
This graphic is current as of 3/2025. OTDI KB05857.
