Services for Departing Faculty and Staff – WashU Medical Campus

• Active Directory groups are widely used to grant access to file shares and applications.
• The Identity and Access Management system will automatically remove the WashU Key account from all active directory group memberships that are automatically provisioned based on data from the Workday employee record or that are manually provisioned.

• Access to Box for terminated faculty and staff is automatically removed based on the date of termination in Workday.
• Departments may request the Box contents for former employees be transferred to their former manager for disposition.
• If the former faculty or staff member is also a student Box access is retained.

  • Upon graduation students have 91 days to transfer their Box account and contents to a personal Box account.
  • If you were a student worker at any time, you will lose access to Box when you leave the institution. The 91 day rule no longer applies.

• Retired Faculty who have received an approved Academic Services Access role get to keep their Box account with a 1 terabyte storage limit applied. Access is subject to being removed if not actively in use.
• People with an Emeritus role in Workday retain their Box access indefinitely.

The following notes do not include anything related to mailbox access or licensing. They refer to email address only:

• • WashU IT will automatically disable WashU email access for all departing WashU Medicine faculty and staff on their final day of employment or if they are also alumni or students. Email sent to the disabled account will continue to be delivered for 90 days after separation.

• • The expiration date is set automatically, and no department intervention is required.

• • If the former faculty or staff member is also a student or alumni the wustl.edu email address is retained and supported by their current role.

    • • The wustl.edu email address may be retained upon request of the departing department. This process requires the department to coordinate with the WashU IT Service Desk as well as the impacted individual as they will receive a new email address, WashU Key, and Office 365 mailbox.

• • Retired faculty who have received an approved Academic Services Access role keep their University Email.

• • People with an Emeritus role in Workday retain their wustl.edu address indefinitely.

WashU IT will automatically disable WashU Key accounts for some former WashU Medicine faculty and staff who have been separated from the University for 2-years or more. If a former faculty or staff member is also an alumni or student, their WashU Key account will remain enabled.