College of Dentistry - IT Onboarding, Offboarding and Internal Transfer

What Is It?

The College of Dentistry IT Onboarding, Offboarding & Internal Transfer process is designed to manage IT access, systems, and equipment throughout an employee’s lifecycle with the College. This service supports new hires, departing employees, and internal role or department changes, ensuring appropriate access provisioning, modification, and deactivation.

Other Service Names

New Hire Onboarding, Employee Offboarding, Termination, Deactivation, Internal Transfer, Role Change, Access Provisioning, Access Removal.

To offboard a team or group of more than 5 members, please mention the names and NetID of the users to offboard in the "Additional Details(if any)" section in the Request Service form with the same required fields as in the requirements below.

Features

This form must be completed and submitted by the Business Manager, HR representative, or direct supervisor. Based on the selected request type, the following services will be provisioned, modified, or deactivated as applicable:

Onboarding

• ListServ, shared network drives, and other application access

• axiUm access (as applicable)

• IT equipment provisioning

• Required Softwares in the laptop or work computer

Offboarding

• HR system access removal

• IT system access deactivation

• axiUm access removal

• Building and key access removal

• IT equipment handover and verification

Internal Transfer

• Role-based access updates

• Department-specific system access changes

• axiUm access modification (as applicable)

• Equipment reassignment (if required)

All assigned IT equipment, including desktops, laptops, monitors, docking stations, and related accessories, must be returned, transferred, or reassigned during offboarding.

Requirements

The requester must provide the following information for the user:

• NetID

• Full Name

• Request Type: Onboarding / Offboarding / Internal Transfer

• Effective Date (Start Date, Transfer Date, or Termination Date)

• Action Timing (if applicable): Immediate (Urgent) / End of Business Day / On Effective Date

• New Role and Department (for Internal Transfers only)

Who Is Eligible To Use It?

Requester should be 

• HR Staff   

• Business Manager   

• Clinic Manager

• Department Head Assistants

• Direct supervisor of the exiting user

How Can I Get Support?

To start the Offboarding process, please click on the Request Service button on the top right of the page. 
If you are experiencing a problem with this service, please reach out to us at COD IT Helpdesk Service or call us at (312) 413-3182 or (312) 413-4731.

Service Levels