PS-4 Personnel Termination

Description

Information system-related property includes, for example:

1. hardware authentication tokens,
2. system administration technical manuals,
3. keys,
4. identification cards, and
5. building passes.

Exit interviews ensure that terminated individuals understand the security constraints imposed by being former employees and that proper accountability is achieved for information system-related property. Security topics of interest at exit interviews can include, for example, reminding terminated individuals of nondisclosure agreements and potential limitations on future employment.

Exit interviews may not be possible for some terminated individuals, for example, in cases related to job abandonment, illnesses, and nonavailability of supervisors.

Exit interviews are important for individuals with security clearances.

Timely execution of termination actions is essential for individuals terminated for cause. In certain situations, organizations consider disabling the information system accounts of individuals that are being terminated prior to the individuals being notified.

Applicability

This Control applies to all information resource owners and unit managers.

Implementation

TAMU-CC terminates information system access, retrieves all organizational information system-related property, and provides appropriate personnel with access to official records created by the terminated employee that are stored on organizational information systems.  TAMU-CC owners and unit managers, in conjunction with Human Resources, upon termination of individuals employment shall:

1. Disable information system access within 72 hours of the individuals last day or as directed by individual’s supervisor and/or Human Resources;
2. Terminate/revoke any authenticators/credentials associated with the individual;
3. Conduct exit interviews that include a discussion of related information security topics;
4. Retrieve all security-related organizational information system-related property;
5. Retain access to organizational information and information systems formerly controlled by terminated individual; and
6. Human Resources will notify the “separating employee distribution” e-mail group with termination date and individuals’ information by the individuals last day of employment.

Revision History

Last Updated: February 21, 2025

Previous Versions:

• June 29, 2023
• May 31, 2022
• March 25, 2021
• September 16, 2019