When you leave the university, it is It is your responsibility to return all IT equipment to your line manager on your last day of employment.
This table below outlines what happens to your IT access when leaving Queen’s. Please also see further below for help with the leaving process in regards to IT services and equipment.
|
Service |
Restrictions |
|
Systems Logon Access |
Staff lose access to all University IT systems, the day their employment ends, as a reminder, access to IT resources will be withdrawn from 5pm on the day of departure. |
|
Deleted AD Account |
Can be restored for 30 days |
|
iTrent (Pay slips, P60 etc) |
As staff lose access to iTrent the day their employment ends, it is important staff save/print off any pay documents, such as pay slips or P60s by their final day of work |
|
Q Drive |
Data retained for 12 months from leaving date then deleted |
|
OneDrive |
Data retained for three (3) months from leaving date then deleted |
|
Personal Mailbox |
Data retained for three (3) months from leaving date then deleted |
|
Shared Mailbox |
Single member shared mailboxes will be orphaned and deleted |
|
TEAMS Channels |
Orphaned TEAMS channels will be deleted |
|
Power Automate |
Flows will stop working if tied to leavers account once account is deleted |
Other actions to complete include:
Data Transfer
Ensure the employee either securely transfers or makes available documents, data, or any other information relevant to Queen’s business to the appropriate person, e.g. line manager, or relevant University file store (Q drive / OfB/ Sharepoint).
This includes information held by the employee in the following:
- QUB EMail account - Personal email account(s)
- Personally owned devices (computers, phones, tablets, USB sticks/drives)
- University cloud storage spaces, e.g. OneDrive
- University on-premise storage spaces, e.g. Q Drive
- Personal storage account(s)
- Any data related to the University’s business held in personal accounts or on personally owned devices must be deleted once transferred. This step is important for maintaining the security and integrity of our information.
- Ensure the employee transfers their access to Queen’s social media accounts to the new role holder or line manager. This must include a change of password.
Returning equipment/property
This includes a thorough review of any IT equipment that might be at home.
It is crucial that staff return all items to their line managers to avoid any complications. Failure to return this property may result in an invoice for the cost of replacing the items.
Items include, but are not limited to:
- Computers
- Tablets
- Phones
- Miscellaneous IT equipment such as screens, keyboards, USB storage devices etc
- Staff ID card
NOTE. All equipment bought via any University budget, including research grants, remains University property and must be returned for re-use. Such equipment cannot be gifted to the employee.
More Information
Please visit the People & Culture site to view information for staff leaving the University.
Last Updated: July 2025