Departing Employee Checklist
The following steps are highly recommended by LTS to help ensure a smooth transition of data from departing employees. Note that this does not apply to faculty (departing faculty checklists can be found in the Faculty Handbook). Please contact the Computing Help Desk at 781-283-3333 for any questions.
Supervisor Checklist
Google Drive & File Storage
- Familiarize yourself with the Departing Employee Checklist below to understand what the departing employee is being asked to do and make sure that they are completing the checklist before the last day of employment. An employee not complying with some of their departing tasks could have an impact on your area after they depart.
- Note that all files and emails will be deleted 6 months from the last day of employment of the departed employee.
- If the employee has already left the College, you can make a request to transfer all files owned by the departed employee to you. Please send the request to the LTS Help Desk within 6 months from the last date of employment of the departed employee. If for some reason LTS Help Desk cannot confirm that you are the supervisor (because of intervening organizational changes or wrong information in Workday) you will be asked to send your request to Ravi Ravishanker (CIO & Associate Provost) and Carolyn Slaboden (Chief Human Resources Officer)
- If the position is replaced, LTS will hand over the computer of the departed employee as is to the new employee and the new employee will be made the owner of all files in the computer.
- If for any reason you wish the departed employee computer needs to be reimaged, you must write to Ravi Ravishanker, CIO & Associate Provost, the reasons why this is required. Upon approval, we will reimage the computer, however, we are unable to restore files that was stored before reimaging.
Computer Equipment Return
- If a laptop, it must be brought to LTS before the employee departs, even if it's expected the position will be filled. This allows us to determine its physical state, as well as update our inventory. If it is a desktop, LTS will retrieve it.
- If the returned computer is due for replacement within 6 months of being assigned to a new employee, LTS will issue a new computer with all the data from the departing employee’s computer.
Employee Checklist
- As soon as you know what your last day will be, modify your email signature that has information about your last day. This is a good way to inform others of your departure that you may have missed.
- Enable the email autoreply (Out of Office reply) on your email. Make sure to specify your last day, and who are the other members of your departments who should be contacted after you leave. You may choose to provide an alternate email address for others to contact you.
- In case you are interested in transferring some of your personal emails and personal files in Drive to your personal email address, see Google's directions to transfer emails and files from one account to another. Please do not transfer any emails and files related to your employment at the College. If these directions don't fit your needs, we also have instructions to transfer emails using Mozilla Thunderbird, contact the Help Desk for more information on this method.
Zoom Phone
- Change your voicemail greetings with necessary details such as your last day at the College and who to contact after you leave.
- You can also set up the phone to forward your calls to a colleague if that is desired.
Zoom Meetings/Recordings
- If you have scheduled Zoom meetings for your supervisor or other staff members, you should assign another account to host the meetings. If you don’t, all future meetings after you leave will be “orphaned” and others cannot join your Zoom meetings.
- If you have any Zoom cloud recordings, then download those recordings that are essential for others in the department and share with others through a Shared Google Drive.
- Delete all other zoom recordings
Google Drive and File Storage
- Create one or more Shared Drives and share them with appropriate staff in the department and move files from your Drive to appropriate shared drives. Assign at least one other person as a Manager for each of the shared drives.
- Delete all personal files you may have saved in Google Drive, your college provided computer or other systems such as Vault.
- If you are authorized to use an encrypted application such as Virtu, please contact the Help Desk before you leave.
- If you installed College licensed software such as MS Office and Adobe licensed software and AnyConnect VPN software on your home computer, uninstall them. You will not be eligible to use them after your employment ends at the College.
Computer Equipment Return
- Don’t forget! Please drop off your equipment, if a laptop, and its accessories (i.e power cable, bag, if applicable) to the Help Desk before departing.
- If you have a desktop, please send an email to the LTS Helpdesk and we will pick it up.
Last Updated - December 6, 2022