Changes to Your Access to UTHSC Email, Network, and Other Resources When You Leave the University (For Employees)

When an employee leaves or retires from the university, the resulting change in employment status triggers a number of changes to access to UTHSC technology resources. These changes are dependent on the termination date (i.e., the employee’s last day of service) noted in the IRIS employee information system.

Please note that employees who are involuntarily terminated lose their technology and account access immediately. These rules also differ for students.

Immediately upon change of the employment status in IRIS, an employee will lose access to the following: 

  • Microsoft Word, Excel, PowerPoint, and Outlook desktop applications via the UT subscription (NOTE: Employees will retain access to the online version of these products via Office 365 for 90 days after the status change.) 
  • Ability to connect to or log on to the UTHSC network
  • Access to the VPN remote access client
  • Access to Adobe Creative Cloud and included products via the UT subscription 

Thirty (30) days after a change of the employment status in IRIS, an employee will lose access to the following:

  • UTHSC email account
  • UTHSC Office 365 content (ex., data stored in the employee’s UTHSC OneDrive)
  • NetID 

(NOTE: The change to 30 days from the previous time period of 90 days went into effect on 9/13/2021. Employees leaving the university prior to that date will continue to have 90 days before the aforementioned access loss occurs.)

Employees should complete the following actions PRIOR TO THEIR TERMINATION DATE to avoid losing valuable information and/or network access. 

  • Forward any email messages they want to keep to a different email account. (Don’t have another account? Find out how to create a personal email account.)
  • Move personal data saved to OneDrive to a personal storage location.
  •  Move work data saved to OneDrive or SharePoint to a storage location that is administered and/or accessible by your co-workers.
  • If an employee needs to retain network access and Office 365 full functionality for university business, have someone in their department or unit sponsor their NetID. (To sponsor a NetID for someone, complete HR's NetID Request Form. Visit the "Sponsoring a NetID" article for more details.) This will allow them to connect to and log on to the UTHSC network, use the Microsoft desktop apps on a UTHSC-owned computer, or request that the sponsoring department or unit purchase a Microsoft account for them via the UT subscription. (The employee also can choose to buy a personal subscription to Microsoft 365.
  • Update any personal accounts that use your UTHSC email address (ex., an employee's Apple ID) to use another address.


Article ID: 135320
Wed 8/18/21 4:53 PM
Thu 10/21/21 6:52 AM