When to use it
Use this with the school's authorised leaver request. Access changes, information retention and any hold must follow the responsible owners' instructions; a checklist cannot decide these for them.
The blank template: what to record
- Authority and timing
- Record the authorised request and agreed access-change time.
- Systems and access owners
- List the relevant account, application and physical-access owners using approved references.
- Work and retention decisions
- Identify the authorised successor, information owner, retention decision and any hold before deletion is considered.
- Access and session checks
- Confirm the approved account, session, token and delegated-access actions with their owners.
- Equipment and physical credentials
- Record returned devices, cards and keys against the asset and access registers.
- Verification and exceptions
- Obtain owner confirmation. Give each remaining action a responsible role and review date.
Download the TXT version to edit these headings, or print the PDF pack for a paper draft.
Fictional training example
A completed example
- Authority and timing
- DEMO-LEAVE-07. Approved change time recorded in the restricted request.
- Systems and access owners
- Identity, teaching platform and premises-access owners have acknowledged their tasks.
- Work and retention decisions
- Information owner approved the successor and supported transfer method. Retention instructions checked; no automatic deletion requested.
- Access and session checks
- Owners confirmed the authorised account and session actions at the agreed time.
- Equipment and physical credentials
- Laptop and access card returned against approved register references.
- Verification and exceptions
- One shared-resource ownership check remains with the information owner; review date recorded before closure.
Check the finished record
- Have retention and ownership decisions been approved?
- Were connected systems and physical access included?
- Do open exceptions remain visible?
Use an explicit “unresolved” or “workaround” outcome when a service has not been fully restored. A neatly completed form is useful only when it represents the evidence accurately.
Put it into practice
Choose one recent, non-sensitive example with your team. Ask another person to read the draft and explain the next action. Revise any field that leaves them guessing, then transfer the agreed structure into your approved record system.