1. Purpose
1.1. This SOP describes the West Virginia University (WVU) Research Office’s employee offboarding process for technology hardware, system assets, and physical keys.
2. General Guidance
2.1. The Research Office IT Support group (Samuel Kisko, sekisko@mail.wvu.edu) will assist you with the technology aspect of employee offboarding. Research Office IT Support is located in room 109 of the Chestnut Ridge Research Building and may be contacted by phone at (304) 293-0081, or by email at sam.kisko@mail.wvu.edu. In-person consultation and support are available from 8:00 a.m. to 4:00 p.m. or by appointment. Samuel Kisko is also the Building Manager, and will handle physical aspects of offboarding, such as the return of physical keys.
3. Procedures
3.1. Computer and IT Equipment Returns for Employees
All WVU owned IT equipment should be returned to the Research Office IT Support group prior to the end of the day of the last day of employment. Any questions regarding returning equipment can be answered by the Research Office IT Support group. The employee’s supervisor should fill out the following form when they are aware of the employee’s last day on payroll: https://wvu.qualtrics.com/jfe/form/SV_737Js9IR1W3npga
Employees should ensure that no personal information is left on the computer or any returning devices. The Department should ensure that no important data is solely left on the computer, and that any data that they are wanting to keep is backed up in an appropriate location (e.g., OneDrive, Network Drive, SharePoint). The Research Office IT Support group will typically wipe all data on any returning computer unless other arrangements are made.
3.1.1. Computer and IT Equipment Returns for Local Employees
Local employees or their department should return computer(s) and other IT equipment
either to the location of their department’s choice or to the Research Office IT
Support group location. The Research Office IT Support group is located in room
109 of the Chestnut Ridge Research Building and can be reached from 8:00 a.m. to
4:00 p.m. The Research Office IT Support group can assist with the physical aspects
of moving equipment, such as using a cart and moving items from a vehicle.
3.2.1. Computer and IT Equipment Returns for Remote Employees
For any returning equipment that is not local, the Department or the IT Support group should provide a pre-paid shipping label for the employee. Return shipments can be made to the following address:
Name: Sam Kisko
Department: Department / WVU RESEARCH OFFICE
Braxton Tower
1047 Evansdale Dr
Morgantown, WV 26506-7903
United States
UPS, FedEx, or the US Postal Service can all be used. Please ensure proper packing to safeguard the equipment. Insurance on the items is not necessary unless they are new-in-box items. The Research Office IT Support group will pick up any returned items from the WVU mail center.
3.2.2. Unexpected or Forced Departure
In rare circumstances an employee may leave employment of WVU in an unexpected manner or forced departure. In these cases, request any WVU owned equipment that the employee may have as soon as possible. This may be especially true for physical keys. Please inform the Building Manager, Samuel Kisko, sekisko@mail.wvu.edu, for any access restrictions that need to be taken as soon as possible.
3.3 Systems Access Removal and Physical Key Return
3.3.1. Key Return
Any physical keys should be returned directly to the Building Manager, Samuel Kisko, sekisko@mail.wvu.edu, in Room 109 of the Chestnut Ridge Building and can be reached from 8:00 a.m. to 4:00 p.m. Please contact the Building Manager for any mitigating circumstances. Please do not mail physical keys without first contacting the Building Manager.
3.3.2. Systems Access Removal
The Department should email the Research Office IT Support for any systems access the user may have had so that it can be removed. This includes, but not limited to, Network Drives (J drive, N drive), SharePoint sites, Kuali Coeus, MAP, STAR Banner, Onity Card systems, CS Gold Card systems, and any other systems access that may have been granted.
3.3.3. Reoccurring Licensing Removal
Any business software that requires reoccurring licensing should be discontinued by the employee’s department. This software is usually charged to the department on a yearly basis. Although rare, some employees have software that uses reoccurring licensing.
4. References
WVU ITS Policies:
The Policies and Standards of WVU ITS can be found here: https://it.wvu.edu/policies-and-procedures
The WVU Research Office follows the policies set by ITS including Acceptable Use for WVU computers, email, and networks. This also includes security for WVU devices and systems and privacy of personal and health data.
The Research Office IT Support is located in room 109 of the Chestnut Ridge Research Building and may be contacted by phone at (304) 293-0081, or by email at sam.kisko@mail.wvu.edu. In-person consultation and support are available from 8:00 am to 4:00 pm or by appointment.