EMPLOYEES - Account management when preparing to leave Goshen College
Posted by Patricia Goodman on 06 May 2014 12:32 PM

Access to computer accounts of employees who leave employment with Goshen College typically will shut down immediately after their last day of employment.  Special arrangements to extend account access for a short period of time can be made, with the combined approval of the employee's supervisor and the Director of Human Resources. Employees who reach official retirement status with GC will have the option to continue to use their GC email address following retirement. Information about retirement benefits can be found at
https://sites.google.com/a/goshen.edu/employee-handbook/section-4-general-employee-policies#TOC-Retirement

Following are the areas that need action prior to the employee's last working day at GC:

GCFile

Prior to the employee’s last day:

____ The employee should locate any files in their M:\MyDocuments folder and copy them into a new folder under M:\MyDepartment so either their successor, supervisor, or someone else in their department will have access to the files. Make sure to "copy" rather than "move" them, otherwise others in your department won't be able to open the files since moving a file retains only your access rights, as opposed to copying which assumes the access rights that are established so that every member of your department can open files that are in the Department folder. 

____ The employee should check their computer’s hard drive and desktop to see if it contains any GC related files. If there are any, they should be copied into a folder under M:\MyDepartment so either their successor, supervisor, or someone else in their department will have access to the files.

____ If the employee has access to any sub-folders under M:\Share, they will need to notify their supervisor to let them know about their access to this area. The supervisor will need to contact ITS with the name of the successor who will need access to these areas under M:\Share.

____ The employee should check the M:\Offices folder for any content that they may have placed there. If the content is no longer relevant, they should delete it. 

 

Google Drive

Unless arrangements have been made to keep the account open, the departing employee’s Google Drive account will be inactivated at the same time that their Goshen College computer account is inactivated. Once the departing employee’s Google Drive account is inactivated, any files remaining in their Google Drive will only be recoverable by ITS staff for 5 calendar days, after which the Google account will be permanently deleted and there will be no chance of recovering/restoring these files from Google. This is a policy set forth by Google, therefore, the ITS department will take responsibility for changing ownership of the files to the departing employee's successor and/or supervisor.  See below for appropriate steps to take:

Prior to the employee’s last day:

____ The departing employee will need to review the contents of their Google Drive and remove any files that are not related to GC business, or are no longer relevant. 

____ Before the departing employee's account is shut down, the ITS department will deprovision (re-assign) the ownership of the departing employee's files to their supervisor or their successor. Because ownership of the files will be transferred to the employee's supervisor or their successor, any files that the departing employee shared with anyone will remain shared with those people. In the case of a departing employee retiring, ownership of files will be transferred, and any instance of Goshen College files in their Google Drive account will be removed. 

 

Other Cloud Drive Services

____ If the employee has used other cloud drive services to store Goshen College related files, it is the employee’s responsibility to download these files and give them to their supervisor or successor.

 

Email

Unless arrangements have been made to keep the account open, the departing employee’s GC Gmail account will be inactivated at the same time that their Goshen College computer account is inactivated. Once the departing employee’s Gmail account is inactivated, any email messages and attachments remaining in their Gmail account will only be recoverable by ITS staff for 5 calendar days, after which the Gmail account will be permanently deleted and there will be no chance of recovering/restoring these messages from Google. This is a policy set forth by Google, therefore, the ITS department will work with the departing employee to ensure that email messages that need to be retained for institutional purposes are re-provisioned to either their successor or their supervisor.  Employees who officially retire have the benefit of retaining access to their GC email account post-retirement, per HR's policy on retirement benefits.  See below for appropriate steps to take:

Prior to the employee’s last day:

____ The employee should locate any email in their account that is considered historical or important to their department that needs to be transferred to their supervisor or successor. The employee shall then create a new label and apply this new label to all of those email messages. ITS will then copy to either the supervisor's account or the successor's account all email messages that have had that label applied.The employee should also delete all nonessential email that doesn't need to be kept. In the case of a departing employee retiring, the email identified as GC business will be transferred to the successor or supervisor so that the retiree can continue to use their GC email account, per HR's policy on retirement benefits.  

____ If applicable, forward your email account to someone else in your department for further monitoring of incoming messages until the account is closed. Once the email account is closed, forwarding will be disabled. If the supervisor determines that the account needs to remain open for a longer period for purposes of monitoring incoming email, they will need to make arrangements with the Human Resources department.  Instructions for forwarding your email to another employee can be found at https://service.goshen.edu/support/index.php?/default_import/Knowledgebase/Article/View/932/193/forwarding-your-gc-gmail-account-to-another-account  In the case of a departing employee retiring, if the employee is choosing to not keep using their GC account, they should forward the account for a prescribed period of time to their successor or supervisor for purposes of monitoring incoming email related to GC business.  However, if the retiring employee is choosing to continue to use their GC email account, it will be their responsibility to monitor incoming email for messages related to GC business and forward the messages on to the appropriate person at GC so the email can be dealt with. 

____ Set up an autoresponse for your email with information that you will be leaving the institution, and the email address of someone else in your department that they can contact. In Gmail, click on the Gear icon, then click on Settings. In the General tab, scroll down to Vacation Responder and set up the response. Note: The out of office message will only be in effect while the email account is open. Once the email account is closed, the out of office message will no longer be available.

 

Calendar

Unless arrangements have been made to keep the account open, the departing employee’s Calendar will be inactivated at the same time that their Goshen College computer account is inactivated. Once the departing employee’s Calendar is inactivated, any future appointments that have been scheduled will only be recoverable by ITS staff for 5 calendar days, after which the Calendar account will be permanently deleted and there will be no chance of recovering/restoring these events from Google. This is a policy set forth by Google, therefore, the ITS department will work with the departing employee to ensure that any future calendar events are not lost. See below for appropriate steps to take:

Prior to the employee’s last day:

____ Once the departing employees email/calendar account is disabled, any future room reservations or appointments that the employee made where other people and/or rooms were invited, will disappear out of the Calendar system. Unfortunately, Google has not provided a way for ITS to "transfer" your future calendar appointments into someone else's calendar. Therefore, the departing employee will need to delete all of the future appointments that they have made, and then have either their successor, their supervisor, or someone else in their department re-create all of the future appointments including re-inviting the attendees and rooms.

 

Department Email Account

Department Email Accounts or Distribution Groups

____ If the departing employee is responsible for monitoring email for the department email account, notify ITS of the department email address, the name of the departing employee, and the name of the person who should take over monitoring of the email.

 

Department Web Pages

____ If the departing employee is responsible for editing department web page content, notify the Communications and Marketing department of which pages, and the name of the person who will assume editing of the pages.

 

Vendors and Other Resources

____ The departing employee should give to their supervisor any account and/or login information that they use to do college business, including online publications, listservs, vendors, memberships, cloud storage sites, social media accounts, etc.

Institutional Credit Cards

____ If the departing employee uses an institutional credit card, the employee must turn their credit card in to their supervisor prior to their last day of employment.

____ The departing employee must also give their supervisor the password and answers to their challenge questions for the Chase Mastercard site.

 

Phone

____ The departing employee should give to their supervisor the passcode for their voicemail.

____ Immediately following the departing employee’s last day, the supervisor should change the voicemail passcode. Contact the Help Desk at ext. 7700 for assistance.

 

Peripherals/Devices

Return to the department supervisor or ITS any of the following GC owned peripheral equipment:

____ cell phone

____ iPad. If you are interested in purchasing your GC issued iPad for its current residual value, please contact the ITS Department. 

____ other handheld devices

____ connector cables and/or chargers for any of the above devices

 

If you have any questions, or need assistance, please contact the ITS Help Desk at 574-535-7700.

 

created 4/30/14  pg

updated 2/24/17  pg

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