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Creative Works

Termination

Termination Checklists

  • For all IPS offices:

    • Submit name through the manage.byu.edu site (CAS login required) by clicking on the 'Student Termination' button. That prompts:
      • An email sent to supervisor advising of termination
      • An email sent to CW secretary to remove student card access to office suite
      • An email sent to Mary Jo to remove student (name, desk schedule, personal sheet)
      • Name is programmatically moved to a different sheet in the Current Staff Information Google sheet named 'Terminated Students' (located in cwprog Gmail account)
    • Remove their sheet from the file
    • Remove their name from the employee list on the home page
    • Delete their names from the computer station sheet
    • Remove their netid (found here, click on the 'Terminated Student' tab) from the authorization settings 'Creative Works Only' on Brightspot
    • Give the student their nameplate and cup

    For Creative Works Office only:

    • Remove their access to the computer phone list via helpdesk.lib.byu.edu ticket (give name, netid, and phone number to change)
    • Terminate student through Workday:
      • Search "terminate employee" and select the associated task
      • Select the student name from the drop down list
      • Fill out the details
      • Hit "Submit"
    • Change Employee type to Former Employee in CWO database record
    • Add their date of hire/termination to the bottom of their Brightspot page so that when future employers call for a reference, it's easy to find
    • Add Brightspot employee profile page to 'Former Employees' page
    • Remove Brightspot employee profile page from 'Contact Us' page
    • Move folder from Active student employee to Archive (on computer: Mary Jo => Administration => Employees => Student Employees => All Students)
    • Remove former employee's access to CW training site (update the Creative Works Only override authorization)
    • Remove stock room passcode
    • Change password to cwadverts@gmail.com (alias: cwcfo@byu.edu) password
    • Change password to CW Assistant Trello account
    • Remove netid from Creative Works Box account
    • Remove Transact access:
      • Email name and netid to Connor.Brown@byu.edu and request removal
      • Store confirmation email in student's employment folder

    • Remove from our Active Directory via our Library CSR's (see Ryan Amy) by submitting a help ticket.

      • Submit ticket to helpdesk.lib.byu.edu
      • Subject is: Remove Access Rights
      • Body is: Please remove Firstname Lastname (netid) from our computer access "IP Student". Thank you!
    • Remove editing rights from Brightspot account
      • Open brightspot.byu.edu
      • Click on hamburger menu and open Admin panel
      • Select Users
      • Search for name
      • Click on the name that comes up
      • At the bottom of the screen select 'Archive'
      • A label - 'Archive' will appear next to the searched for name
      • Click Save at the bottom of the page
    • Change password to cwprog@gmail.com (alias: cwprog@byu.edu) password - but check to make sure it doesn't prevent the use of Digital Inspirations to send manage.byu.edu emails
    • Change password to CW Programmer Trello account
    • Remove Github access:
      • Log into github.com using cwprog@gmail.com address
      • Click on a repository
      • Click on Settings
      • Click on Collaborators
      • Find terminated programmer by their github account email address
      • Delete them from that repository
      • Repeat for every repository they had access to
    • Remove stockroom passcode

    • Remove Transact access:

      • Email name and netid to Connor.Brown@byu.edu and request removal
      • Store confirmation email in student's employment folder
    • Remove netid from AWS Creative Works group via the gro.byu.edu website, clicking on the GRO link, and deleting them from AWS Creative Works and both the cwo-dev and cwo-pro severs
    • Programmers must be removed from our Active Directory via our Library CSR's (see Ryan Amy) by submitting a help ticket.
      • Submit ticket to helpdesk.lib.byu.edu
      • Subject is: Remove Admin Rights
      • Body is: Please remove Firstname Lastname (netid) from our Active Directory group "IP-CW-programmer-student" and "IP Student". Thank you!
    • Remove netid of programmer from the 34.215.204.63 (production) and 54.71.38.62 (training) servers via Remote Desktop Connection
      • Open Remote Desktop Connection program
      • Select server
      • Login with netid credentials
      • Click on the Windows button and select 'Windows Administrative Tools' from the tile menu
      • Double click on 'Computer Management'
      • Open 'Local Users and Groups'
      • Click on 'Groups'
      • Double click on 'Administrators'
      • Highlight netid to remove
      • Click on 'Remove'
      • Click on 'Ok'
      • Close all dialog boxes
      • Sign out of Remote Desktop Connection (SIGN OUT - DO NOT SHUT DOWN!)
      • Repeat steps to remove access to the other server
    • Remove programmer from Creative Works Slack channel
      • Open the Slack app, if needed
      • At the top left hand corner, click on the down arrow for BYU Creative Works
      • Select Tools & Settings
      • Select Admin
      • Select Manage Members - a web page will open
      • Sign in with catalog@byu.edu and associated password
      • Click on the dot menu right of the selected member to be terminated
      • Select "Deactivate"
    • Remove access to Creative Works/CWPROG folder on Box:
      • Open Box in Chrome; login if needed
      • Navigate to CWPROG and highlight
      • Click on the +X People link in the Share column to view the entire list
      • Click on the dropdown across from the name in the permission column
      • Select Remove
    • Remove programmer access from our website admin page:
      • Log onto the site
      • Open Admin Users
      • Delete the former programmer's login account
    • Remove programmer access from the AWS servers via PCI Okta:
      • When an existing account needs to be updated, disabled, or removed in the Okta PCI org, a request should be submitted to identity_pm@byu.edu specifying: 
        • Username 
        • New or additional PCI Service/application the user should manage
        • New or additional PCI AWS account the user should be associated with 
        • Whether the user should be disabled or removed from accessing a specific PCI AWS account or disabled or deleted permanently from the Okta PCI org. 
      • Identity engineer will set the appropriate attributes on the Okta account to access the specific intended AWS account(s) with the appropriate role(s) for the intended AWS account(s). 
      • Identity engineer will disable or remove user from accessing specific AWS account(s), or disable or delete the user from the Okta PCI org.
    • Change password to CW Secretary Trello account
    • Change password to BYU-hbll/rm account
    • Change password to cwsec@byu.edu email account
    • Remove netid from Creative Works Box account
    • Remove editing rights from Brightspot account
      • Open brightspot.byu.edu
      • Click on hamburger menu and open Admin panel
      • Select Site Category Users & Roles
      • Select Creative Works - Creative Works Editor
      • On the right side of display scroll down and open SAML
      • Remove an editor by clicking on the red minus right of their name
      • Click Save at the bottom of the page

  • Remove TTO and CLO students from schedule.byu.edu upon request of sister offices (via manage.byu.edu)

    Track potential termination issues (form coming from HR)