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CALS College Operations, Research and Extension Support

System Access Removal for Separating Employees Guide

January 13, 2026
person on laptop with digital icons

Properly managing system access for employees leaving the university is essential to protect sensitive data and maintain security. To support you in this process, the System Access Removal for Separating Employees Guide provides step-by-step guidance for securely managing access to employee data when someone leaves a department or the university. The guide is currently being updated, and the updates will go live on February 4, 2026. 

Key updates include:

  • Rapid separation process: Streamlined approvals and workflows for employees who leave suddenly or unexpectedly.
  •  Service fee for data retrieval: The Office of Information Technology (OIT) has assessed the time and resources required to retrieve and provide data in response to access requests. Based on this, a $1,500 fee will be charged for requests to access files or email following an employee’s departure.

To learn more about the rapid separation process, please read the article published by CALS Information Technology, CALS IT – Rapid Separation Process.