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IT Services

Staff Leavers - Hardware Retrieval Process

Queen Mary provides IT equipment to its employees, where appropriate, to fulfil their function. All employees, including PhD/PGRs, leaving Queen Mary are required to return their computing devices and peripherals at an agreed time to their line manager before they leave.

Actions and Responsibilities

ITS HR Systems Team

The HR Systems Team look after the MyHR system. Once a week a report is generated detailing that week’s leavers. HR Systems Team forward this to the Service Desk as a logged ticket.

ITS Service Desk

The Service Desk take the report from HR Systems and create an individual ticket per leaver raised on behalf of the leaver’s line manager. These tickets need to include the tasks that they perform to disable the various accounts that enabled the leaver to perform their function. Once The Service Desk have completed their tasks the request is then assigned to the appropriate CCS site queue. The request needs to ask CCS to contact the leaver’s line manager to assess the leaver’s equipment as listed against their name in the CMDB.

ITS Campus Customer Support (CCS)

The CCS technician assigned to complete the request will reference the CMDB to see what equipment is allocated to the leaver. Embedded beneath is a checklist to facilitate this. If there is any lack of agreement as to the ownership of the equipment, failure to return equipment, or what should happen to it, the CCS technician is to escalate to the CCS site manager. The local CCS manager is responsible for all devices on their sites (excluding those funded by a grant).

Following the return of devices, IT Services will undertake checks and examine the condition of the device before updating this in the Asset database (CMDB). IT Services may re-issue the computing device from the previous incumbent, after resetting the device, removing data from the previous user and updating the records, or provide a like for like or better replacement device from stock.  

Institute / School / Department

The line manager of the leaver is obliged to work with the CCS technician to achieve the correct assessment of the equipment allocated to the leaver. If the equipment was not purchased and provided by ITS then the line manager needs to ascertain where the funding came from (e.g. research grant). The line manager will ensure that the funding source is aware that the equipment is no longer being used by the employee it was assigned to and assist in its repurposing or disposal. CCS can assist with this once a decision is made. Alternatively, if the equipment was purchased from an active research grant that is being transferred to another institution, JRMO can confirm that it will be retained by grant holder. Any device disposed of in this manner will require the removal of any QMUL data and licensed software prior to its transfer of ownership.

Should an employee fail to return their computing device in any of the above circumstances, they and their department will be held responsible for any charges, e.g. mobile phone voice and data charges that have incurred until the device is either returned to IT Services or disconnected. 

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