IT Guidelines: Leave of Absence and Email Management

This guideline outlines the procedures for managing APSEA-provided technology and email access during employee leaves of absence and upon exit from the organization.

This guideline applies to all APSEA employees who take a leave of absence or exit the organization.

Definitions

APSEA-Provided Technology – Includes laptops, desktops, tablets, mobile devices, chargers, and any other hardware issued by APSEA for work purposes.

Multi-Factor Authentication (MFA) – A security process requiring two or more ways to confirm your identity when signing in, such as approving a sign-in through the Microsoft Authenticator app and biometric or physical device like a phone.

Leave of Absence – Any approved period during which an employee is not actively working, including maternity/parental leave, educational leave, sick leave, personal leave, and summer leave for recurring term employees.

Inactive Email Account – An APSEA email account that has been deactivated after the 60 calendar-days post-exit period but remains backed up by IT for retrieval if necessary.

Leave of Absence

The following outlines best practices relating to APSEA-provided technology when an employee takes a leave of absence.

• Maternity/Parental Leave (6–18 months)

  • Return all APSEA-provided technology before leave begins.
  • Email access will remain active. IT will enable multi-factor authentication on the employee’s personal device.

• Educational Leave (6 months–1 year)

  • Return all APSEA-provided technology before leave begins.
  • Email access will remain active. IT will enable multi-factor authentication on the employee’s personal device.

• Sick Leave or Short-Term Illness (varies)

  • Employees may retain APSEA-provided technology during leave.
  • Email access will remain active.

• Long-Term Sick Leave or Disability (6 months–2 years)

  • Return all APSEA-provided technology. Human Resources will coordinate the return.
  • Email access will remain active. IT will enable multi-factor authentication on the employee’s personal device.
  • Alternatively, employees may provide a personal email address to IT/HR for job posting notifications.

• Personal Leave (paid or unpaid, varies)

  • Return all APSEA-provided technology.
  • Email access will be temporarily disabled. Employees may provide a personal email address to IT/HR for job posting notifications.

• Summer Leave for Recurring Term Employees (e.g., EDI, EI, OI)

  • Employees may retain APSEA-provided technology during July–August.
  • Email access will remain active.

Email Management Upon Exit from the Organization

• Employee email accounts remain active for 60 days after departure, with automatic out-of-office replies enabled.
• After 60 days, accounts are deactivated; however, IT retains a backup of all emails.
• To access an inactive account, a supervisor or manager must email the IT Manager or Director, and the employee’s direct supervisor, and provide a reason for the request.
• If an employee returns to APSEA, their previous email account will be reactivated. However, old emails and linked accounts (e.g., OneDrive) will not be restored. Contact the Manager of IT for assistance.

Responsibilities

Employees

• Notify their supervisor of upcoming leave or exit in advance.
• Return APSEA-provided technology as required by the type of leave.
• If required to return APSEA-provided technology, please return prior to the beginning of the leave period.
• If access to the APSEA email is required during leave, schedule a time with IT to set up MFA on their personal device before the leave starts.
• Provide a personal email address to IT/HR if needed for job posting notifications during the leave.
• Employees who fail to return APSEA-provided technology or follow email access protocols may be subject to corrective measures in accordance with APSEA’s HR policies.

Supervisors/Managers

• Inform IT and HR of employee leave or exit dates promptly.
• Request access to inactive email accounts only when necessary and provide justification.

Human Resources (HR)

• Coordinate technology return for long-term sick leave or disability cases.
• Maintain communication with IT regarding changes to employee status.

Information Technology (IT)

• Manage email access and multi-factor authentication setup for employees on leave.
• Deactivate email accounts after 60 days post-exit and maintain backups.
• Reactivate email accounts for returning employees and assist with data retrieval if required.
• Protocols may be subject to corrective measures in accordance with APSEA’s HR policies.

Approval Dates

Approved: January 2026
Reviewed/Revised: