IT Checklist for Employees Preparing to Leave Bowdoin

Questions

  • What do I need to do with my Bowdoin technology before I leave?
  • Is there an IT checklist for employees leaving Bowdoin?
  • What happens to my Bowdoin account when I leave?
  • How do I prepare my iPad or laptop to be returned to Bowdoin IT?
  • What should I do with my personal files before my last day?
  • Do I need to sign out of anything before I leave?
  • What happens to my Microsoft 365 or OneDrive access after I leave?
  • I've been using my Bowdoin email for personal accounts — what do I need to do before I leave?

Environment

This checklist applies to all Bowdoin employees who are preparing to leave the college, whether retiring, moving to a new position elsewhere, or departing for any other reason. Complete these steps before your last day wherever possible.

Resolution

Leaving any employer has a lot of moving parts. Use this checklist to make sure the IT side is taken care of before your account is disabled on your last day.

Your accounts and personal data

Update your email address on personal accounts. If you signed up for any personal services using your Bowdoin email address — including streaming services (Netflix, Spotify, Apple TV+), online retailers (Amazon, eBay), LinkedIn, professional organizations, newsletters, or bank and financial alerts — update those accounts to a personal email address before your last day. Once your Bowdoin account is disabled, password reset emails and login confirmations sent to your Bowdoin address will not reach you, and you may lose access to those services permanently.

Move your personal files. Check all locations where you may have stored personal files and move anything you want to keep to a personal storage location (an external drive, personal iCloud, Google Drive, or a personal OneDrive account) before you leave:

  • Microwave (microwave.bowdoin.edu) — Bowdoin's network storage, known as the H: drive on Windows. Personal files stored here will no longer be accessible after your account is disabled.
  • OneDrive — your Bowdoin-managed OneDrive. Access ends when your account is disabled. Download or transfer anything personal before your last day.
  • Google Drive — if you used a personal Google account to store work-adjacent files, make sure those are organized and accessible independently.
  • Your Bowdoin-issued computer or iPad — any files stored locally will be permanently deleted when the device is wiped, which happens within a few days of departure.
Important: Personal data on Bowdoin devices — including photos, personal documents, and browser data — will be permanently deleted when the device is wiped. Do not assume IT will hold onto it.

Save or export email you want to keep. All Bowdoin email is the property of the college and cannot be moved to your new mailbox. However, personal email correspondence — messages unrelated to college business — may be eligible to move. Work with your supervisor and IT ahead of your departure. See How to export email to a PST file from Outlook for Windows in the Related Articles section for export options.

Set an Out of Office reply. Set an automatic reply on your Bowdoin email account to let people know you've left and who to contact in your absence. Do this before your last day — your account will be disabled around 5:00 PM on your departure date and you will not be able to set it afterward.

Let your regular contacts know. If there are colleagues, vendors, or collaborators you communicate with regularly, it is a courtesy to let them know you're leaving and who will be handling your responsibilities going forward.

Your technology and equipment

Remove your iCloud account from all Apple devices. Before returning any Bowdoin-issued iPad or Mac, sign out of iCloud and turn off Find My on those devices. If you do not, the device will be locked to your Apple Account and cannot be reused by anyone else — IT may need to contact you after your departure to resolve this. See How to turn off "Find My" and sign out of iCloud on an iPad in the Related Articles section.

Sign out of your desk phone. If you have a Microsoft Teams desk phone, sign out of it before your last day so it can be reassigned or returned to IT.

Gather all power accessories. Collect all power adapters, cables, USB-C dongles, and other accessories that were issued to you and either turn them in to your supervisor or leave them at your workstation. Your department may be charged for any missing accessories.

Make a list of your assigned equipment. Write down the BID numbers of all Bowdoin-issued technology you have (laptop, iPad, monitors, etc.). BID numbers are usually on a sticker on the back or bottom of the device. Turn in this list along with the equipment to your supervisor. This helps IT verify the return and check you out of the asset register correctly.

Note: If you would like additional time after your last day to retrieve personal files or email, you may be eligible for an account extension. See Account Extensions in the Related Articles section. Requests must be submitted before your account is disabled.

Additional Help

If you need further assistance, you have several options:

  • Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
  • Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
  • In person: Visit the Tech Hub in Smith Union during business hours.
  • Submit a ticket: Request assistance through the Service Catalog.
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Related Articles (4)

Account Extensions
Explains what a Bowdoin account extension is, who can request one, and what access is provided during the extension period. Students are eligible for a one-time 90-day extension without approval; faculty and staff require prior approval. Extensions must be requested before the account is disabled and provide access to email and OneDrive only.
How long does a Bowdoin account stay active after leaving?
Explains when Bowdoin accounts are disabled and deleted for faculty, staff, and students after they leave the college. Timelines differ by role: staff accounts are disabled immediately, faculty accounts remain active for 30 days, and student accounts are disabled on October 31 of their graduation year and deleted the following February 1. Account extensions may be available.
IT Guide for Bowdoin Emeriti
Explains what happens to Bowdoin IT accounts, email, files, and technology for faculty and staff who have been granted Emeriti status. Covers the new Emeriti email address, what can be moved from the original account, Microsoft 365 access, VPN, data, equipment, and ongoing IT support.