Staff

For standard terminations, access to email, personal calendar, OneDrive for Business and Box is retained for one month after the termination date. This allows you time for downloading or transitioning any personal data and setting up email forwarding.

IMSS continues forwarding your email for one year, subject to annual renewal. Managers, at their discretion, may request an exception to this process.

What Managers Need to Know

A standard termination, as described below, is our routine process for closing the account of a campus employee who separates from the Institute in good standing.

Standard Termination

Once a department has notified Human Resources of a termination, Human Resources will notify IMSS. IMSS will partially disable the employee's account by removing access to Oracle, SharePoint, departmental or group shared folders, and similar resources. Access to email, personal calendar, OneDrive for Business, access.caltech (limited access, only personal information) and Box is retained for one month after the termination date, giving the employee time to download or transition any personal data. IMSS offers email forwarding for one year upon request, subject to annual renewal, unless the supervisor specifies otherwise.

One month after the termination date, the employee's account will be completely disabled and access to all remaining IMSS services will end. IMSS will retain the employee's data files and email for six months after the date of termination. This is helpful in the event that the employee is reinstated, or the Institute requires access to this information. Any access to a current or former employee's files and email is subject to the approvals outlined in Caltech's Acceptable Use Policy for Electronic Information Resources.

Exception Requests

Exception requests can be made to disable all access upon termination, or to extend account access for up to six months past the standard one month period.

To request extended access for a former employee, please submit an exception request at https://help.caltech.edu, request type IMSS > Accounts > Account Extension/Termination Process Form.

Urgent requests for immediate termination of all access should be made through Employee & Organizational Development (626-395-6382, 367 S. Holliston Ave., Room 206.)