Reminder the departing employee that if they are leaving Vanderbilt their email account will be deleted eventually. They should make a copy of the messages that they want to keep.
set up separation message for email (not usually necessary; email accounts will expire after about 6 months if we do nothing)
don't do this until we are sure that there are no messages we need from the user's mailbox
when you make the separation request to ITS they reset the password on the user's account so it cannot be accessed further. The account will then be removed after the default time of 2 weeks