SCOE Separation Procedures and Form

Employee Separation Procedures 
Information Technology Department 
Sonoma County Office of Education

When an employee leaves employment at SCOE, the supervisor needs to contact the Information Technology Department regarding disposition of the former user’s accounts and data.

Accounts include: 

• MS Domain logon
• Email
• Skedda
• Financial System Accounts

Data Includes:

• Desktop computer (e.g., My Documents, Address Book, Desktop)
• Network folders (e.g., F: Drive)

For email accounts of separated employees, IT will:

1. Change the account password to allow access to a management designee, allowing printing or forwarding of important messages. Optionally, mail can be forwarded to a designee.  This access is limited to 60 days.
2. Place a vacation message on the account for 60 days, informing email senders that the intended recipient has left SCOE employment, and suggesting a new recipient.  For example, “This is to inform you that this email account is no longer active.  Your message has been forwarded to (designee@scoe.org).”
3. At the end of 60 days, the account will be archived and deleted.

MS Domain accounts will be disabled for 60 days, at which time they will be deleted.  

EMS and financial systems accounts are deleted immediately.

On the former employee’s desktop computer, his/her My Documents folder, and Desktop will be archived, and the user profile will be deleted.  

The former user’s Skylane folder (F :) will be archived, and have its security set for Administrator access only.  For a period of 60 days, it will be made available to management designees.  The folder will then be deleted at the end of 60 days.