Leaver FAQ
DCU wants to provide the best possible education and experience for our students, and the best working environment for our staff. A serious cyberattack has the potential to severely disrupt DCU’s operations, across all University departments.
Limiting access to DCU’s network to current staff and students helps the University reduce these threats.
In addition, good data protection is both a moral and legal imperative for the University. This means not retaining data any longer than is necessary and deleting data that is not in use by current staff members.
Staff accounts will be disabled at the end of the last day of their contract / employment.
Under the old policy staff retained access to their DCU account for 6 weeks.
All data associated with the account (email, contents of Google Drive, saved places on Google Maps, contacts etc) will cease to be available at the end of the last day of their contract / employment and will be deleted.
This policy will take effect on May 1st 2024.
Staff leaving DCU will retain access to Core portal for a period of 4 weeks after their end date, so that they can access their final payslip.
- It is incumbent upon staff who will be leaving to ensure that any data that is shared with other members of the team or unit, and which is still necessary for University business, be transferred or copied to a shared Google Drive.
- If your @dcu.ie account is linked to any personal online accounts (social media, streaming services, banking etc), you will also need to change this before you leave DCU. You will need to put in your preferred personal email address into each of these platforms. When you leave DCU any correspondence sent to your email address will fail to deliver.
- If you have any personal data in your DCU accounts you need to forward it to your personal account. Do not forward any DCU data.
- Let your contacts know of your change of address - You can find details of how to send an email to all (or a large group) of your contacts here.
Staff who leave the university will have access to CORE for a grace period of 4 weeks to allow them to access their final payslip. After that point there will be no further access.
Staff who retire from DCU will continue to have access to CORE to allow access to Pension payslips.
When you become aware of a staff member leaving you should meet with them as soon as possible and discuss in details what data they may have in their DCU Google account that needs to persist and then discuss the best way to do this. Usually this would be to place the data in a Shared Google Drive but in some cases transferring ownership might be the best solution.
You should also notify everyone else in the area so they have an opportunity to identify any data shared with them that would need to persist also.
If you are a researcher/academic you should consider setting up an ORCID ID if you have not done so already. This is a persistent ID for research publications.