Introduction
What happens to an employee's email after they leave SCSU?
Instructions
When an employee's account is disabled, they will not be able to log in to the mailbox. The mailbox will continue to receive messages indefinitely. This is the same for employees who leave voluntarily and those who are terminated.
If someone wants an extension for an employee, we need approval from the supervisor and HR management to grant the extension. They will only have an extension to access O365 (including their mailbox). All other accounts and file permissions will be removed on their last day of employment.
Before an employee leaves SCSU, the supervisor
- Should work with the employee to set an "out of the office" message and enable it before they leave.
- The supervisor may ask the employee to create a rule that will forward all new/incoming email messages to the supervisor or a coworker.
- The supervisor may request a copy of previous messages in the mailbox. If so, contact your technician to assist with exporting any pertinent folders as a .pst before the employee leaves.
Some of these steps can be completed by the MN Systems Office after the employee leaves, but this option may take a week or more and involves downloading multiple large files. If this is needed after the employee leaves, please get written approval from the HR Director/VP, then create a ticket at
https://services.stcloudstate.edu/TDClient/1919/Portal/Requests/ServiceCatalog?CategoryID=17483 or
https://servicedesk.minnstate.edu/TDClient/30/Portal/Requests/ServiceDet?ID=17
The written approval from HR must be attached to the ticket.