Employee Departure Checklist

The data on your Biola-issued computer and Google Workspace account belong to the university. These should not be used for personal communication or to store personal data. Biola University is not responsible for recovering or maintaining any personal data or services on your Biola-issued computer or employee Google Workspace account.

If you have stored personal data on your Biola-issued computer or Google Workspace account, please remove it before your last day.

For instructions on how to download data, please view this page: How to Identify and Remove Personal Data from a Google University Account.

1. Launch Google Chrome and navigate to drive.google.com (make sure you are logged in to your Biola Google account).

2. Navigate to your department’s Shared Drive > Former Employee Data folder.

   Note: If you do not have a department Shared Drive, please complete the Department Google Shared Drive Request Form. Create the folder, "Former Employee Data" if it isn't there. 

3. Create a new subfolder with your name and departure date (e.g. “Jane Smith - Computer Data - 2022/07/18”). 

4. Open the new folder you created.

5. Drag the folders you wish to upload from your computer and drop them into the shared drive folder in your web browser.

   Note: You will see a progress bar in the bottom right-hand corner of Google Chrome. Leave that window open (minimized is fine) until that progress bar completes.

1. Follow Google’s documentation on how to turn on an out of office or vacation reply.

2. Enable the vacation responder to start on your last day of employment (or sooner).

3. Select an end-date at least 30 days after your last day of employment.

4. Fill out the text for the auto-responder, or follow our auto-responder template.

1. Launch Google Chrome, navigate to drive.google.com, and make sure you are logged in to your Biola account.

2. Navigate to your department’s Shared Drive > Former Employee Data folder.

   Note: If you do not have a department Shared Drive, please complete the Department Google Shared Drive Request Form. Create the folder, "Former Employee Data" if it isn't there. 

3. Create a new subfolder with your name and departure date (e.g. “Jane Smith - Google Drive Data - 2023/07/18”).

4. Navigate to My Drive and review your data. Open your department’s shared drive and your new subfolder in the left sidebar.

5. Drag any folders that you want to migrate to the new subfolder in your department’s shared drive.

   Note: If any error messages appear during the transfer process, please view this page:

   Troubleshoot Google Shared Drive Error Messages

IT will reach out about any assets still assigned to you in our database. Please physically return laptop, power cords, adapters, lock-down kits, and any Biola-owned devices that have been taken to the Tech Commons 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.

In the section above, departing employees are instructed to migrate their Google work data to a departmental Shared Drive. That said, it is ultimately the supervisor's responsibility to ensure that this data is migrated to ensure business continuity.

If the steps above were not completed by the departing employee before their final work day, then supervisors must follow these instructions to Migrate Employee Data to a Department Google Shared Drive.

1. Ask your departing employee if they oversee any department-managed computers/peripherals.

2. Compare your list with the one emailed to you by IT.

3. Let IT know who the department-managed computers/peripherals should be reassigned to.

1. In a browser, go to access.biola.edu.

2. Remove the employee from any File Sharing or Workstation Access groups.

3. If you are not sure who manages the access.biola workstation groups in your department, please contact the IT Helpdesk using the link on the top right corner of this page. We can help identify or designate your department's manager.

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.

If a former employee didn't complete their departure checklist to transfer their data, a supervisor or department representative can request access to their Google or computer data, post-departure.

1. Request access to a former employee's computer data.
2. Request that IT transfer a former employee's Google Drive data to a Shared Drive.
3. Request special access to a former employee's Google account for email, calendar, and other services.