Employee Off-Boarding - Electronic Lock and Key Tender Permissions

Overview

This article provides information for supervisors on how to off-board an employee to ensure their electronic lock and key tender permissions are properly removed.

Most electronic lock and key tender permissions are automated and will be removed shortly after the individual's department DIMS appointment is removed. However, some permissions may be manually and removal must be requested by the individual's supervisor or the department's administrative assistant.

Notes

• Obtaining the employee's PointCard is not sufficient to prevent electronic lock and key tender access as the individual could provide an old card, seek a replacement card before their off-boarding is fully processed, or gain access through Mobile Credentials. Removing the individual's access is the only way to prevent access.
• If an employee's appointment will remain active for some time after their last day worked, please reach out to IT to request their automated permissions be disabled as well.

1. Update DIMS Appointment (Automatic permissions)

Work with your department's DIMS Manager to update the individual's DIMS appointment within your department as appropriate (e.g. remove the appointment entirely, or change appointment type to retired). Automated permissions related to that appointment will be removed early AM the day after the DIMS appointment is updated.

2. Check for and request removal of manual permissions

1. Sign into the Electronic Lock Access Request e-form​ ​and select Remove Access.
2. Select "Request for: Someone Else" and add the Name of the individual you wish to check access of.*
3. Scroll down to the Existing Access Groups section.
4. Check the Method column to identify any Manual permissions relevant to the position the employee is leaving.
5. If any relevant Manual permissions exist:
   1. Return to the Remove Access section of the form (this is above the Existing Access section).
   2. Select the Access Group in the drop-down provided.
   3. Enter a Reason for Request ("employee off-boarding" is sufficient).
   4. Optional: If you would like to schedule a future date for removal, enter the date permissions should be removed in the Start Date field. Note: this is when the "remove" change would start...it will not add/start permissions since this is a Remove Access change.
   5. If additional manual permissions need to be removed, Click the green "+ Select Access Group" button and repeat steps 2-5 immediately above in the new line provided.

*If you are not provided with the option to request for Someone Else, please follow the directions at View or Request Changes to​​​​ Access - Faculty and Staff and request access for yourself to "CBORD E-form Campus User Supervisors". Most campus supervisors are automatically provided this access.

3. Verify permissions after off-boarding

Once off-boarding has been completed and you are notified that any manual permissions have been removed, please double check the employee's permissions to verify they have been removed as needed. In some cases, automated permissions may be provided due to a second DIMS appointment. If permissions remain that should be removed, please reach out to the IT Service Desk for assistance.

Urgent permissions removal

If permissions need to be urgently removed due to a involuntary termination or high-risk access, please contact University Police immediately.