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Account Termination

This policy covers the disposition of email and other files stored on an individual’s college-owned computer or assigned space on the campus network when an individual’s employment with Pomona College is terminated.

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

Voluntary Termination

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 and email box.
  2. It is the responsibility of the manager to submit to ITS any requests that relate to the transfer of email or other CX processes 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. It is the responsibility of the departing employee to delete or transfer all files and email messages that are of a personal nature. These may be transferred to a CD or flash storage drive.
  4. The supervisor and employee may request assistance from ITS Client Services in this process.
  5. 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.
  6. 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 a CD or flash storage drive.
  7. In terms of email the manager may opt to have a message put in place that goes to future senders of messages to the departed employee’s @pomona email address indicating that the person is no longer in the employ of the College and indicating to whom messages should be sent if the message pertains to College business. This process would bounce the original message back to the sender along with the new Pomona contact information.
  8. The overall goal of these procedures is to disable the accounts of the departed employee with 24 hours of his/her last day of work. This includes CX and portal accounts, as well as facility and service access privileges.

Involuntary Termination

“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 college.

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

  1. As part of the termination process, the supervisor of the individual being terminated should arrange with the designated staff person in ITS to secure all files both from the employee’s network space and email box.
  2. It is the responsibility of the manger to inform the Director of Client Services or the Executive Director of ITS 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.
  3. If so desired, ITS will 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, CD or flash storage drive.
  4. The Human Resources Office and/or the respective manager shall make certain that the designated person in ITS is involved in the involuntary termination at the appropriate time.
  5. The manger 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 a CD or flash storage drive. At the discretion of the manager, a copy of some or all of these files may be given to the terminated employee.
  6. In terms of email the manager may opt to have a message put in place that goes to the sender of messages to the departed employee’s @pomona email address indicating that the person is no longer in the employ of the College and indicating to whom messages should be sent if the message pertains to College business. This process would bounce the original message back to the sender along with the new Pomona contact information.
  7. The overall goal is to disable the account of the terminated employee immediately upon termination. This includes CX and portal accounts, as well as facility and service access privileges.