Your employee’s Google and other accounts will be deactivated on their separation date as listed in the separation notice sent by Human Resources.
When a Google account is deleted, all Google content include Google Docs owned by that account are deleted too. This deletion is irreversible; there is no way to restore the documents once they have been removed.
Plan ahead to ensure you don’t lose important documents, forms, calendars, etc.
Make sure you (as Manager) have Admin access and login credentials for any social media accounts your employee managed on behalf of the university.
Ask your employee to do the following before they separate employment:
-
Export and send you any important contacts who you may need to reach.
-
Transfer ownership of Google docs to manager or other designated employee. A good option here is to have the separating employee save this information to a Google Share Drive for the department. (Information for creation and management of a Google Share drive can be found here: https://support.google.com/a/users/answer/9310249?hl=en). Or the employee must change the ownership of each document to their supervisor or designated individual.
-
Transfer ownership of any shared calendars to manager or other designated employee.
-
Move any files stored in MyDocs (J: Drive) or Desktop to your department’s M Drive or to a Google Share Drive for your department.
-
Forward calls to you, or leave an outgoing message on voicemail with instructions for who to contact after they have left.
-
Employees must surrender their IT equipment before they leave. Employees working on campus can do this with a computer drop-off IT request. Remote or hybrid employees who can not return to campus before their last day should coordinate with their department to return equipment so it may be surrendered on their behalf.