Network Account Termination Procedure

Ownership of Data

When they are hired, all employees must read the Boston University Conditions of Use and Policy on Computing Ethics and sign the Network/Internet Security Agreement. These documents ensure that employees understand that all information created, modified, and/or stored on University computing equipment is ultimately the property of the University. This includes information created and stored on any University-owned PC or network device.

Voluntary Terminations

1. The supervisor works with the departing employee to ensure that all business-related files on the employee’s network drive and messages in his or her Exchange mailbox are preserved. An “auto-response” should be added to the terminating employee’s Exchange mailbox (using the “Out of Office Assistant” tool in Outlook) stating that the person is no longer in the employ of BU and indicating where future business messages should be sent. (Business emails are usually forwarded temporarily to the supervisor or another department co-worker.)
2. In cases where a departing employee—either before or after termination—requests permission to copy files from a PC or network drive, or to export and/or print copies of emails or address books, the Director of Finance and HR Administration in the VP’s office must be notified. Both the director of the employee’s department and the Vice President must approve all such requests, and will specify the time frame and scope of any access permitted.
   • NOTE: Terminating employees must remember that all files stored on University equipment are the property of the University, and that their department and the network staff have no obligation to provide them with access to any files created and stored by them on University equipment. Employees must not assume they will be allowed to access any files or email on University equipment once they have terminated.
3. The supervisor and the department director will determine if access to the former employee’s network files—or in rare instances, his or her Exchange mailbox—is needed for business purposes. As long as there is an email “auto-response” redirecting a terminated employee’s future email inquiries to another current employee, accessing a terminated employee’s mailbox should not usually be necessary. Requests should be sent to the Director of Finance and HR Administration, and require the approval of the Vice President. The duration and scope of access, and the individuals to whom access is granted (the employee’s supervisor, director, or another co-worker) will be clearly defined.
4. The employee’s supervisor or the Director of Finance and HR Administration will Inform the ESO Network Administrator if the departing employee is transferring within BU (and provide the new department name and contact person), or if he or she will be a student at the University.

Involuntary Terminations

For involuntary terminations, the same basic rules listed above apply.

However, it is essential that the involuntarily-terminated employee’s access to all computing equipment be disabled immediately. The Director of Finance and HR Administration, or another authorized representative from the Vice President’s office, notifies the Director of Enrollment Services Operations in advance of the pending termination. The Director of ESO then makes arrangements with the ESO Network Administrator to revoke access, disable accounts, and secure all files on the employee’s network drive and in the employee’s Exchange mailbox at the appropriate time.

Terminating Network and E-mail Access

At 5 pm on the last day of employment, access to all files and third-party applications is disabled by ESO Network Support staff. (If the employee is still logged on at 5 pm, access to will remain until the employee logs off.)

Supervisors can request access to the terminated employee’s home directory with approval from the department’s data trustee. A Service-Now ticket should be submitted, including business justification and data trustee approval.

Information on deactivation of Exchange email for terminated employees can be found here: IAM FAQs.

There is absolutely no exemption from this policy.