Employee accounts are removed from the system the day after they separate. This automatic process relies on the separation date in the Human Resources email.
Encourage your employees to start working on this checklist as soon as you know they will be separating employment. Waiting until the last day of employment is not enough time to complete the checklist!
Before your employee leaves they should:
Equipment
- Return all IT equipment including laptops with the charger, monitors, and other accessories.
Documents
- Transfer ownership of business related Google docs to you or move them to a Share Drive owned by you. They should NOT share the document. Shared documents disappear when an account is removed.
- The good thing about this is even if they transfer ownership well before separation, employees can still work on the documents.
- Transfer files stored in MyDocs (J: Drive) or their computer's desktop to your department's M:Drive or Share Drive.
Email
- Set up an auto-reply email directing customers to you or other designated employee.
- Export any contacts you will need and provide you the file.
- Change their email address for any accounts they use their CSUMB email address for such as banking, Netflix, Amazon, etc.
Telephones
- Forward calls to you (or other designated employee).
- Leave an outgoing message on their voice mail with instructions for who to contact after they’ve left.
Other work accounts
- Transfer ownership of any other work accounts they manage on behalf of the university to you or other designated employee. These may include calendars, social media, and any other accounts.
Additional Help
For questions or help please call the Technology Help Desk at 831-582-HELP (4357).