Best Practices for when an Employee Leaves the School

This help guide will assist with steps to take when an employee leaves their position. This can require different steps depending on each school's preferences as well as if the employee leaving is an administrator, a teacher, or employee but the below steps should help make sure you get everything squared away. 

1. The first decision is to decide if your school just wants to deactivate the administrator. This is a step that would completely remove the user's ability to log into both the admin and portal sides of the system. This step is commonly used when a school simply doesn't want a user to be able to login to the system anymore.
   • How to Deactivate a User
2. The next step is to remove the permissions that you gave the employee for your admin side of the system. This step is very important if a parent or teacher is the employee leaving. These users will still need to access the portal so you won't want to deactivate them but you will want to remove their permissions to access the admin side of the system. 
   • Adding or Changing a User's Permission Level
3. Next, make sure that their employee record is made inactive. This will ensure that the employee doesn't show as an active employee, is removed from the employee directory, and is no longer included in any nightly syncs the school may use. Not all schools will use employee records but if your school does, make sure to complete this step.
   • How to Make an Employee Record Inactive
4. Make the teacher record inactive for any teachers that are leaving the school. This will ensure that the teacher doesn't show as an active teacher, is removed from the school directory, and is no longer included in any nightly syncs the school may use. 
   • How to Make an Employee Record Inactive
5. If the admin is tied to any email accounts you may want to remove them. You won't be able to delete an email account that has been used but you can remove a user from an email account to make sure it can't be used to send email anymore. 
   • How to Edit an Email Account in BigSIS
     PRO TIP! Skip to the section on adding or removing a user!
6. Now, remove the user from any Distribution Lists they are tied to. By removing them from any Email Accounts they are tied to you have made sure they aren't able to send email from BigSIS but you will want to make sure they don't receive any email alerts from BigSIS.
   • Editing an Alert Distribution List
7. Double-check the actual Alerts to make sure the persons' email account is not set up as the Send alert from Email Account in any of the alerts you have set up. 
   
   • To get to the alerts table go to System > Settings > Alerts double click on the alert you want to edit and look at the Send alert from Email Account. Update it as needed. 
     Pro Tip! Check every alert, you might catch more than one that says BigSIS Billing or has the email account of the user you no longer want sending out those emails. 
     The only Alert with BigSIS Billing as the Send alert from Email Account should be the ones with Authnet Messages for Distribution List. 
8. Double-check to make sure your End-User Notification Email Account is not using this user's email account. 
   • How to Set Up End-User Notification Email Account