Leaver guidance for the managed staff desktop

This guidance is written for managers and employees who are leaving and will no longer be using the managed staff desktop.

Information for managers

Plan early

It's a good idea to start planning for staff moves leavers at least a month before their end date.

University Card

You should contact the University Card Office to update the expiry date. This is important in order to remove access to key IT systems including departmental network files, email, Teams and web services.

User registration / desktop login

Please contact the service desk to request closure of the user account. We will need to know the user's email address or SSO, and the date after which access should be removed.

User files on network and local storage

Check with your member of staff to check that they have stored all business critical information in a group drive that can be accessed by colleagues. If they have any important files stored in their H: drive, C: drive or on USB memory sticks then you should arrange to transfer this to a suitable group drive before they leave.

Return of desktop / laptop

Remember to ask that your member of staff returns any desktop, laptop, mobile phones and other IT equipment before they leave. We can re-image desktops and laptops back to a fresh set up ready for a new member of staff if this is required.

Licensed software

If you took out any annual / subscription based software licenses for your member of staff then please contact the relevant supplier to end the contract.

Remote desktop service

If your member of staff had access to the remote desktop service, complete a remote desktop service request form to request removal of access and prevent any further charges.

Email, business systems and other IT facilities

Staff often access a large number of IT services during their employment. When they leave, it is important that you make sure that business-critical information is preserved for use by colleagues, and that they remove any personal data. We have provided additional guidance on removing IT access for staff leavers covering as many of these as possible.

Information for employees

Getting ready

You may have gathered a lot of information in your IT accounts whilst at Oxford, and it's important to plan for your departure. Your contract will explain what information you must not take away with you, and it is prudent to ensure that you don't leave any personal information in your accounts when you leave. The following guidance articles may be helpful:

Personal files on network and local storage

Although we recommend that you don't store any personal files or other data on you managed staff PC or associated network stored, it is a good idea to check these locations before you finish. Review any folders on your H: drive (My Documents, My Pictures, My Videos, My Music), folders that you created on the C: drive, USB memory sticks and any favourites that you saved in your web browser. All of this information will be erased when you finish.

Return desktop / laptop

Your line manager will normally request return of any University IT equipment, including desktops, laptops, mobile phones and other devices that you have used. It would be a good idea to remove any personal files in good time to return it.

Licensed software

Most software licenses acquired through University employment are invalidated when you finish employment and you should remove these from all personal computers. Many applications will stop working without notice, so it would be a good idea to save any important data out to a format you can access in advance.

Email, business systems and other IT facilities

You may have used a surprisingly large number of IT services during your employment. When you leave, it is important that you make sure that business-critical information is preserved for use by your colleagues, and that you remove any personal data. We have provided additional guidance for staff leavers covering as many of these as possible.

Get support


Local IT support provides your first line of on-the-spot help

FIND MY LOCAL IT TEAM

 

Common requests and fault reports can be logged using self-service

   USE IT SELF-SERVICE      

   LOG A SUPPORT CALL     

VIEW MY SUPPORT CALLS  

 

The Central IT Service Desk is available 24x7 on +44 1865 6 12345

If you do not have access to your Single Sign-On, you can use this form to contact the Service Desk