Checklist: Extended Supervisor Absence
Checklist for supervisors of employees who are terminating, retiring or taking longterm leave
Below is a list of suggestions/options for supervisors of employees who are terminating, retiring or taking long-term leave regarding technology.
- Email:
- The user should consider setting up an away message on their email account. This message should reflect that the employee is out of the office and contact information regarding who to contact for business needs during their absence. Directions for setting up an away message can be found here.
- The supervisor may also choose to have the employee’s email forwarded to their account or to be granted access to the employee’s entire INBOX. The supervisor can contact User Support Services to request an email forward.
- The user should consider setting up an away message on their email account. This message should reflect that the employee is out of the office and contact information regarding who to contact for business needs during their absence. Directions for setting up an away message can be found here.
- Document Management:
- The employee should consider saving documents that may need to be accessed by the supervisor or others in the department on a departmental network share. To request access to a network share or to request that a new share be created, complete the Share Access Request Form.
- The employee should consider saving documents that may need to be accessed by the supervisor or others in the department on a departmental network share. To request access to a network share or to request that a new share be created, complete the Share Access Request Form.
- Telephone:
- The employee should consider changing the greeting on their voice mail. The greeting should inform callers that the employee is out of the office and contact information regarding who to contact for business needs during their absence. To change the voice mail greeting, simply log into the voice mail box and press 82, press 1 for the external greeting and press 5 to record the new greeting.
- The supervisor may also choose to have the user’s phone forwarded to another staff person during the absence or be granted access to the employee’s voice mailbox. To forward a number, simply press the Forward button, enter the number that you wish to forward the line to and press the forward button again. The supervisor can contact User Support Services to request access to the voice mailbox.
- The employee should consider changing the greeting on their voice mail. The greeting should inform callers that the employee is out of the office and contact information regarding who to contact for business needs during their absence. To change the voice mail greeting, simply log into the voice mail box and press 82, press 1 for the external greeting and press 5 to record the new greeting.