SharePoint - Ownership & Access

Overview

SharePoint site owners are responsible for managing site access, maintaining ownership, and ensuring the site remains available and supported throughout its lifecycle. This page provides information on requesting new SharePoint sites, managing site ownership, and understanding the responsibilities of SharePoint site owners.

Site Owners

Management Responsibilities

SharePoint site owners are responsible for the overall administration and stewardship of a site.

Responsibilities include:

• Maintaining at least two unique site owners or administrators.
• Managing site membership and permissions.
• Keeping site ownership current as personnel change.
• Reviewing access to ensure only appropriate individuals have permissions.
• Responding to inactive site certification requests.
• Removing access for former employees, students, affiliates, guests or collaborators who no longer require it.
• Keeping site content organized.
• Following university policies for storing and sharing institutional information.
• Deleting the site if it is no longer needed

Keeping Ownership Current

Every site should have at least two unique owners or administrators. Having multiple owners helps ensure the site can continue to be managed if an owner changes roles, leaves the university, is unavailable, or transfers responsibility to another person.

Site ownership should be reviewed whenever:

• A site owner leaves the university.
• A site owner changes departments or job responsibilities.
• Responsibility for the site transfers to another individual.
• A department reorganizes.
• A project concludes or changes leadership.

Responding to Ownership Notifications

If a SharePoint site has fewer than two owners, the owner may receive an automated SharePoint ownership notification prompting them to assign a second owner.

To do so, please see the following Microsoft documentation:

• Manage site permissions
• Manage site collection administrators