IT checklist for managers and supervisors for employees leaving the college

Questions

• I'm a manager and my employee is leaving. What do I need to do to help offboard them and their technology for IT?
• Is there a list of IT-related things for when one of my employee leaves the college?
• Is there an IT checklist for managers or supervisors for to assist with employees leaving the college?

Environment

• Supervise or manage employees at Bowdoin.
• Employee has a Bowdoin account, used Bowdoin email, has created files for themselves or for their department.

Information

The process for preparing an employee to leave the college is stressful and complex. The following steps will guide managers and supervisors through the Information Technology (IT) processes that need to take place for every employee.

Technology

1. Make a list of the employee's technology and verify that all items are present - IT maintains information about what technology is assigned to what people. Managers should make a list of all the technology the employee is turning and and cross-reference that with what IT has on file. When an employee is formerly "terminated" in Workday, a request is created with the Service Desk and the employee leaving the college is assigned an off-boarding specialist. Email the device information collected to this specialist for cross-reference. This will ensure that we can track and check the employee out of being assigned the equipment properly.
    
   1. Unlock any iPad and/or Mac by signing out of their iCloud account - Be sure to remove the employee's iCloud account from any Apple device they were using. If this does not take place, the device will not be usable by anyone else and we may need to call the former employee in order to have them come back and unlock it for us.
   2. Gather all power accessories, adapters and cables - Gather all power adapters, cables, dongles, etc. that have been provided and either keep them in your office or leave them on their  desk for IT to pick up. Your department may be charged for any missing cables and adapters.
   3. Tell off-boarding specialist where the technology is located - The departing employee's technology can either be returned directly to the Service Desk, left in their office or cubicle or stored with the manager. If it isn't dropped off with the Service Desk, someone will come and pick it up after the employee departs.
       
2. Let IT know when the employee's replacement is expected to be hired. This will allow a Technical Support Specialist the time to erase and prepare the previous technology with the latest software and updates.
    
3. Remember that the technology stays with the person and not the position. If someone moves to another department, their old equipment will move with them, including laptop, monitors, mice, keyboards, etc. An exception is the phone. It is up to the employee if they'd like to leave the phone or bring it with them. If leaving it behind, be sure to have them sign out of the phone in preparation of the new employee. A person's phone number is assigned to the person and not the phone.

File Data

All information generated for or during an employee's time at the College is the property of the College. Staff should not take any Bowdoin data, email messages, etc. with them when they leave.

1. Share the data - If data exists in a personal space such as OneDrive, Microwave, or Google Drive, the departing employee should be sure to share those entire contents with their supervisor. If the data exists on a computer, have the contents copied to your department's Teams location or ask them to place the contents into their OneDrive and share it with you. Computers are erased within just a few days of an employee's departure.
2. Copy the data to another storage location - The supervisor will have 30 days to save what they may need elsewhere, either in Microsoft Teams or OneDrive. After 30 days, the data will be deleted and is non-recoverable.

Email

Staff should not take any Bowdoin email messages with them when they leave.

1. Create an automatic reply - Work with the employee to create an appropriate automatic reply for their account. Things to include are alternative email contacts, other ways to reach the department, etc.
2. Sort mail and share folders - Have the employee sort their mail into folders of important information and have them share that folder with you. Your task is to copy that mail into your own mailbox. Once the email account is deleted, all mail will be deleted with it, and it is non-recoverable.

Additional Help

If you need further assistance, you can chat with Bowdoin Bot of contact the Bowdoin College Service Desk by phone at (207) 725-3030 or in person at the Tech Hub in Smith Union.