This document describes the processing that takes place when an employee concludes their tenure of employment at the Graduate Center.
When an individual is concluding their tenure as an employee at the Graduate Center, Human Resources (HR) or a representative of the Research Foundation (RF) is responsible for sending an email notification to IT Services (ITServices@gc.cuny.edu).
Upon such notification and subsequent verification, IT will:
Set the individual’s current GC network account to be discontinued immediately following the individual’s last date of employment, 90 days after the last date of employment any data associated with the account will be deleted except for GC e-mail boxes which will be archived for 3 years.
Disable any additional remaining “access to computerized systems” under the purview of IT, no later than the individual’s last date of employment, as identified by HR or RF, in accordance with the CUNY IT Security Procedure.
Re-image the desktop computer following the individual’s last date of employment.
Disable the individual’s telephone extension and delete the associated voicemail box immediately following the individual’s last date of employment, as identified by HR or RF.
Requests by an appropriate manager or supervisor for access to an exiting employee’s network files for the purpose of business continuity must be undertaken pursuant to Section 13 of the CUNY Policy on Acceptable Use of Computer Resources.
Appendix A: Retiree Access to GC IT Resources
Note: Applicable only to individuals officially retiring from the Graduate Center as their designated home campus. Not applicable to employees who resign, are non-reappointed or otherwise terminated.
Full-time retiring teaching faculty and librarians have the option to retain their existing GC e-mailbox (or to elect a “retiree” email account as described in Section 2). Declaration of such intent is communicated by the individual to the Office of Human Resources during the exit process.
Note: The option identified above applies to email only; access to all other GC IT resources provisioned for employees ceases as of the last date of employment, as identified by HR.
ECP and other full-time non-teaching instructional staff members have the option to elect a “retiree” email account at the time of retirement. Declaration of such intent is communicated by the individual to the Office of Human Resources during the exit process.
Per the CUNY Office of Labor Relations, “since CUNY negotiated this provision with the PSC, only CUNY (not RF) employees are eligible.”
Note: “Retiree” email accounts are created in the ret.gc.cuny.edu domain.
Note: The option identified above applies to an email account in the “ret.gc.cuny.edu” domain only; access to all GC IT resources provisioned for employees ceases as of the last date of employment, as identified by HR.
Note: In rare and unique circumstances, the Graduate Center President can authorize – via written approval to the Office of Human Resources – an ECP or other full-time non-teaching instructional staff member to retain the individual’s existing GC mailbox.
For individuals not identified in Section 1 or Section 2 above, access to all GC IT resources provisioned for employees ceases as of the last date of employment, as identified by HR or RF.
Upon such notification, IT will:
Create a new email account for the individual in the “ret.gc.cuny.edu” domain
Send an email to the individual’s preferred email address with the following information:
the specific username and initial password for the individual’s “ret.gc.cuny.edu” email account
the login page for retirees (located at: http://retireemail.cuny.edu)
the ret.gc.cuny.edu domain is hosted by Microsoft, managed by CUNY CIS
retiree email accounts which are inactive for a period of twelve months may be closed
an individual who elects for a retiree email account is required to comply with the University’s policies and procedures regarding electronic communications, including, but not limited to, the University’s Policy on Acceptable Use of Computer Resources, to the extent applicable
the individual is responsible for moving any relevant email from the existing GC email address to new retiree account by the last date of employment, as identified by HR.
email will not be auto-forwarded from the existing GC email address to the retiree email account
the individual will no longer have access to the existing GC email address as of the last date of employment, as identified by HR.
the individual is responsible for notifying HR (via email to HR@gc.cuny.edu) and other relevant offices of the individual’s new “ret.gc.cuny.edu” email address
