Before their last day, departing employees and their supervisors must complete the following steps:
- Transfer important work data
- Remove access to systems
- Return IT equipment
If these steps aren't completed before the employee leaves, the supervisor will need to handle them.
We ask that supervisors take responsibility for making sure everything is done. While IT may be able to recover some data within two months of account deletion, recovery is not guaranteed.
Departing Employee Steps
- Remove personal data on your Biola-issued computer or Google Drive
- If you have stored personal data on your Biola-issued computer or Google Workspace account, please remove it before your last day.
- For instructions see the knowledge base article: How to Identify and Remove Personal Data from a Google University Account.
- Biola University is not responsible for recovering or maintaining any personal data or services on your Biola-issued computer or employee Google Workspace account.
- Upload critical data that is on your computer to a department's Google Shared Drive
- Navigate to your department's Google Shared Drive and select the folder "Former Employee Data." If this folder doesn't exist create it.
- Create a new subfolder with your name and departure date (e.g. “Jane Smith - Computer Data - 2022/07/18”).
- Upload your Biola data from your computer.
- Note: If you do not have a Google Shared Drive for your department, submit a Google Shared Drive request form (See Related Services / Offerings)
- Move your Google Drive work data (docs, sheets, etc) to your department's Google Shared Drive
- Add an auto-responder to your email
- Enable the vacation responder to start on your last day of employment and select an end-date at least 30 days after your last day of employment.
- For instructions see the knowledge base article on how to setup an Auto-Responder.
- Return Biola-owned computers and peripherals to IT
- Please physically return laptop, power cords, adapters, lock-down kits, and any Biola-owned devices that have been taken to the IT Service desk in the Middle-level Library on or before your last day of work.
- Note: Desktops and monitors located within the employee's office on-campus may be left in place. Please note the asset numbers of these devices and communicate them to IT before the employee's last day.
Supervisor Steps
- Verify that you have access to their data
- Ensure that you or your staff have access to the departing employee's data in your department's Google Shared Drive.
- Reassign department managed computers
- The IT Service Desk will send you a list of department managed equipment assigned to the departing employee.
- Respond to IT with the name of the employee(s) who you are assigning this equipment.
- Ensure that online accounts are accessible to the department
- Ask your departing employee what online accounts they have signed up for on behalf of the department, and make sure you or another employee have access to them.
- How to request access to former employee data after they have left
For instructions see theses knowledge base articles:
- Request access to a former employee's computer data.
- Request that IT transfer a former employee's Google Drive data to a Shared Drive.
- Request special access to a former employee's Google account for email, calendar, and other services.
Information Technology Steps
- Revoke the departing employee's access to Biola accounts after the employee's last day.
- The Google Workspace Account will be deactivated (inaccessible) after 30 days.
- Verify back up of the computer and erase the contents of the departing employee's Biola-issued computer.
- Reassign Manager access to department email accounts.
- If the departing employee has manager access to departmental email accounts, the supervisor will be notified through the ticketing system to designate a new manager.
- Reassign software licenses
- If the departing employee has software licenses, the supervisor will be notified through the ticketing system to reassign or remove the licenses.
- Revoke the departing employee's phone and extension.