Staff Offboarding: What Happens When Someone Leaves

This guide is for principals, office staff, and supervisors who need to understand what happens to IT accounts when a staff member leaves FVSD.

How Offboarding Works

When a staff member leaves the division, their IT access is disabled based on their status in the HR system (Atrieve).

1. HR/school office updates the staff member's record in Atrieve to reflect their departure
2. The account remains active for 2 weeks from the end of employment to allow for transition
3. After the 2-week period, the account is disabled
4. Disabled accounts are permanently deleted 30 days after being disabled
5. Automatic group memberships (email lists, shared resource access, etc.) are removed when the account is disabled

Need more time? If access is required beyond the 2-week period, contact the HR Department to request an extension. Accounts may also be disabled immediately or extended as deemed appropriate by the supervisor or Superintendent.

What Principals/Office Staff Need to Do

1. Update Atrieve — ensure the departing staff member's record is updated promptly. The account will remain active until this is done.
2. Collect FVSD equipment — computer, phone, charger, adapters, keys, etc.
3. Submit a ticket to IT if any of the following apply:
4. The staff member had access to a shared mailbox that needs to be reassigned
5. There are files on the staff member's OneDrive or Google Drive that need to be transferred to someone else
6. The staff member's phone extension needs to be reassigned
7. The staff member had any specialty access (admin consoles, software licenses, etc.)

What Happens to Their Data

• Email: The mailbox is disabled with the account. If emails need to be preserved or forwarded, submit a ticket to IT before the account is deactivated.
• OneDrive/Google Drive: Files remain for a limited time after the account is disabled. If files need to be transferred, submit a ticket as soon as possible.
• Shared resources: Any manually assigned access (shared mailboxes, SharePoint permissions) will need to be updated by IT.

Common Questions

Q: A staff member left but their account still seems active.

A: The account stays active until Atrieve is updated. Contact your school office to ensure the record has been changed.

Q: Can we keep the account active longer than 2 weeks?

A: Contact the HR Department to request an extension. The supervisor or Superintendent can approve keeping the account active longer if needed.

Q: A departing staff member had important files — how do we get them?

A: Submit a ticket to IT as soon as you know the staff member is leaving. Files can be transferred during the 2-week active period or within 30 days of the account being disabled (before permanent deletion).

Q: The departing staff member managed a shared mailbox — what now?

A: Submit a ticket to IT with the shared mailbox name and who should take over access.

Contact IT

• Submit a ticket through the IT helpdesk
• Email: helpdesk@fvsd.ab.ca