Offboarding Employees

Help maintain security, protect sensitive information, and ensure university technology resources remain properly managed when an employee within the Divisions of Strategic Enrollment Management & Student Success and Student Affairs leaves by following the procedures below. There are steps to be followed by supervisors and the employee.

Information for Supervisor/Department

Even though staff who leave employment anywhere within UWM immediately lose access to log in to UWM and use services like Microsoft 365, PAWS, Adobe Cloud, Perceptive Content, printers, etc. it is still important to request that access be removed/inactivated within the specific software package so the employee can not use that software any longer. This is especially important for employees terminating employment in one department but moving to another department. They could still possibly access software they should no longer need to access.

  1. Contact Your Human Resources Business Partner

    Work closely with your HR Business Partner to ensure you are clear on the information and paperwork needed to avoid any issues with the employee’s termination date.

  2. Request Access Removal

    Submit a TIES Employee Termination Request to remove access to the following:

    • Department SharePoint Sites
    • Website Administration
    • Perceptive Content
    • Door Access (LEC, Mellencamp, and Vogel only)
    • Dining Software/Access (FSS, Odyssey PCS, TransActPOS)
    • SHAW Software/Access (Medicat, Omni Durress)
    • Shared File Storage (for specific departments)

    Items not on the list above, may require a specific request for removal. Please visit the Software Hub, find the software you are looking for, and see if there is an option to request access removal.

  3. Outlook Email

    As the supervisor, work with the employee to do the following in Outlook before their last day of employment:

    • Set up an automated response informing people they no longer work at UWM or the department and who they should contact
    • Possibly set up a rule to forward incoming email or specific incoming email to someone else within the department.

  4. Move OneDrive Files

    Files stored in OneDrive will be deleted once the employee account is dispatched. It is important to have the employee move any work-related files from OneDrive to another shared file storage are like SharePoint.

Dispatching Accounts

Employees who leave UWM will immediately lose access to UWM resources. But the data is retained until the former employee’s account is dispatched. At that time, the employee’s Microsoft 365 data including emails, contacts, OneDrive files and calendar entries are deleted.

  • The dispatch happens on a biannual basis in January and June.
  • The dispatch in January includes accounts from the previous year in mid-April through mid-November.
  • The dispatch in June includes accounts from the previous year in mid-November through mid-April of the current year.

The exact dates vary from year to year. Contact the UWM Help Desk with questions about timelines.

If the employee has information that you need to retain from their email, contacts, calendar or OneDrive, you can work with the employee to gather that information or contact the UWM Help Desk for assistance.

If the employee was part of a Teams Shared Phone Queue, you can request for the employee to be removed from the queue by using the Teams Calls Queue Form. If employees with closed accounts are left on a call or voicemail queue, it may break the entire queue and calls will no longer go to the queue.

Information for Employee

When you terminate employment with UWM, you immediately lose access to log in to any UWM services because your UWM credentials are no longer active. Any resources used in the course of your work or files required by your department should be shared with personnel in your department before your account closure.

  1. Move Files and Data

    Any personal files and/or data you have maintained and wish to keep must be moved to personal storage or forwarded to another service provider. This includes but is not limited to:

    • Outlook email or calendar events
    • Files stored in OneDrive
    • Coursework in Canvas
    • Website files
    • Data contained in the UWM Survey Instrument

    More information about electronic records can be found at the UWM Libraries:

    If you have questions or experience issues, contact the UWM Help Desk.

  2. Create an Automatic Reply in Outlook

    It is important that you set up an automatic reply in Outlook before you leave employment at UWM. Do this to let people know you are no longer at UWM and who they should reach out to with their questions, etc. To do this, see the knowledgbase article called Office 365 (Outlook on the Web) – Automatic Replies and following the instructions listed there. This automated notification will only be in effect until your account is closed during the biannual dispatch period.

    If you have questions or experience issues, contact the UWM Help Desk.

  3. Export/Migrate Email and Calendar Items

    The information below provides you instructions on how to move email and calendar items out of Outlook:

    If you have questions or experience issues, contact the UWM Help Desk. Please be aware though that although the Help Desk may be able to answer questions on exporting email from Microsoft 365 for you, they are not able to assist with migrating email from Microsoft 365 to another system outside of the UWM Microsoft 365 environment.

  4. Owner of a Shared Mailbox/Calendar

    If you are the owner of Microsoft 365 Shared Mailboxes (Outlook), you need to update the ownership. To change the ownership, see the Accessing and Editing Your Distribution Groups, Members and Owners section of the M365 Outlook Web App (How To) Open and Edit Shared Mailboxes KnowledgeBase article for instructions on doing this.

    If you happen to schedule Microsoft 365 Calendar Resources, like rooms, etc, you can also update that ownership to by following the instructions found in the see the KnowledgeBase article M365 Outlook Web App (How To) Configure Resource Calendar Scheduling Options, Settings, and Permissions.

    If you have questions or experience issues, contact the UWM Help Desk.

  5. Teams Shared Phone Call Queues

    If you are a member of a call or voicemail queue for a shared Teams phone number, request to be removed from the queue using the Teams Call Queue form. If users with closed accounts are left on a call or voicemail queue, it may break the entire queue and calls will not go through to the queue.