IT Services Onboarding/Offboarding

Employee Access to UNT Resources

When a department or office hires a new employee, the hiring office is required to notify CVAD IT Services to enable the new employee's account and grant access to UNT resources. Likewise, when a department terminates an existing employee, they are required to notify IT Services with a specific form on this page to disable their account and remove access to university resources.
 
Communication must be conducted using the forms on this page. If you send an email, message us in Microsoft Teams, call us, or tell us in person, the completed form is still required for the account change to be processed.
 
Once the request is made, you will receive an email acknowledgement. If there are any changes, such as the start or end date of employment, you must resubmit the form. The account will be enabled or disabled on the date provided on the form linked below for onboarding new employees.
 

Onboarding: New Employees

Supervisors must use the "Report New Hire/Report Termination" form to communicate needed access to college resources that are required for the employee to perform their job functions.
 

Responsibility of the Supervisor

Some job roles require access to specific campus and system resources: their supervisor is responsible for requesting access to those systems. Examples include EIS, Cognos, and Perceptive Content.
 
Here is the form you must use to onboard or offboard an employee.
Report New Hire / Report Termination
 
If you require assistance, please do not hesitate to contact our office.
College of Visual Arts and Design Information Technology Services
Email: cvad.ITservices@unt.edu
Phone: 940-565-4522
 

Offboarding: Terminated, Retired, Separated Employees

Once an individual leaves UNT, they will no longer have access to UNT resources: this includes but is not limited to UNT email account(s), Office 365 (Teams, SharePoint, OneDrive and other services and applications that are included with Office 365), and Adobe Creative Cloud (applications and the cloud storage). Access to any resource or service that was provided by the university, college, or department as part of their employment must be revoked at the end of their final day as an employee. The former employee will not be allowed to access UNT resources after their final day of employment.
 

Responsibility of the Department or Office

Here is the form you must use to onboard or offboard an employee. 
 
Report New Hire / Report Termination
 
Prior to the employee's final day, supervisors must ensure that access to files and other resources needed by their department is not lost upon the employee's departure.
 
If a supervisor needs access to the former employee's account, they may submit a ServiceNow ticket using the link below.
 
ServiceNow tickets
 

Offboarding: Property Exit Inventory

Whenever personal property accountability changes due to an employee of the university terminating their employment or transferring to another university department, a personal property exit inventory must be conducted by the department head/director or the inventory coordinator, on all property directly assigned to that employee.
 
Responsibility of the Offboarding Employee
REQUIRED: The offboarding employee must download the PDF linked below, fill out the form, and obtain the required signatures. This form is found on the University Budget Office's Asset Management webpage. This requirement is in accordance with UNT Policy 10.048.
 
The offboarding employee must complete and sign this form and return it to the department or supervisor. The department/office head must then forward it on to the director or the inventory coordinator of IT Services, Art Building, Room 375, or cvad.ITservices@unt.edu.
 
Retirement or Separation Clearance Form
 
Note: Adjunct faculty and assistants will have access to UNT resources only while the college or university actively employs them, including, but not limited to, their university email accounts.
 
Special consideration is given to retirees, particularly Regents Professors; this will be discussed during the employee's offboarding process.
 
UNT Policy Manual