Purpose:
To outline key Information Technology Services (ITS) resources available to USD Faculty, Staff, and Administrative employees as they prepare for retirement and ensuring a smooth and seamless offboarding experience.
It is important to note that retirees with emeritus status are subject to the same retirement policies as all other employees, regardless of their designation. These policies are applied consistently across all employee categories. Retirement status is determined by age, currently set at 59 1/2, and in accordance with university regulations.
Below is the retiree off-boarding checklist to assist retirees, their departments, and managers regarding retiree policy requirement awareness. This checklist is considered a guide and while it is not inclusive, it is a tool to ensure smooth retiree transitions.
- All retiree/emeritus with USD Owned Hardware (CRP) are required to return computers to ITS through the offboarding process before their departure from USD.
- Managers of retirees need to complete the USD Faculty Offboarding Form.
- A member of the ITS team will be in touch to help facilitate hardware retrieval after the form is completed.
- Software titles requiring login credentials such as Adobe Creative Cloud, NSF Grant Dropbox, SAS, Stata, other University specific software, and/or lab software are terminated at the time of retiree/emeritus departure.
- Retiree/emeritus software licenses cannot be transferred to new replacement employees hired for the role. A new software license request must be submitted for the new employee.
- No software title owned by the University is transferable to personal devices upon departure from the University.
- *Based on licensing compliance, all software applications are only permitted to be installed on USD owned computers.
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Email:
- Full Time Tenured Faculty Retiree/Emeritus
- They will retain their work USD Torero email account and functionality post retirement. The work email account is not terminated at the end of employment.
- Adjunct/Administrative Retirees
- They will not retain their work USD Torero email account which is disabled upon departure from the University.
- Adjunct and administrative retirees are eligible to request a new retiree email account before retirement when their supervisor completes the USD Faculty Offboarding Form.
- Retiree email account requests are best made prior to their departure from USD. However, this request is possible after they depart from the University.
- If a retiree email account is needed post-retirement, they must email help@sandiego.edu with the request.
- When a retiree email account is requested pre or post retirement, an account is created after 3-5 Business Days.
- Please NOTE: The retiree email contains a new "username" with an empty inbox and no contacts. No information from the work account is transferred to the new retiree email account.
- Prior to the day of retirement, if needed, all important emails and any attached downloads in the current work email account will require forwarding to another email account or downloaded to your computer if they need to be kept. There is no email or file retrieval from the work email account account once it is disabled on the day of retirement.
- Adjunct and administrative retirees are eligible to request a new retiree email account before retirement when their supervisor completes the USD Faculty Offboarding Form.
- They will not retain their work USD Torero email account which is disabled upon departure from the University.
- Full Time Tenured Faculty Retiree/Emeritus
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Google Workspace:
- All Google services (Documents, Sheets, Slides, Chat) remain available for all retirees/emeritus.
- Full time, tenured faculty retiree/emeritus computer login credentials (Active Directory) remain active. PC and Mac login for Lab computer access also remain available for use.
- All user privileges attached to login credentials (e.g. VPN, and Microsoft365) access is terminated.
- Enterprise system access with login credentials such as Canvas, Crowdstrike, Panopto, Qualtrics, Zoom are terminated.
- MySanDiego access remains available for retiree/emeritus use.
- USDOne is available for login information and password resets.
- Login to USD systems will no longer require Duo after retirement . All retirees/emeritus will no longer use Duo two factor authentication and functionality is removed from the retiree user credentials after departure from the University.
- Eduroam and USDGuest access is available retiree/emeritus use.
- Physical Zoom Phones will be collected by Telecom
- The retiree Zoom extension will be disabled after the retiree departs the University
- Due to the collection of the retiree USD computer, available printing and copying options change for retirees.
- Papercut printing is available for retirees through the Web Print option on the Papercut user webpage.
- You must be on campus to print or have VPN to use Papercut printing services off campus
- To gain access to Papercut after retirement, please submit a case to help@sandiego.edu.
- Please Note: While printing to department printers is a no cost option for the retiree, any associated paper use and printing costs come from the department that the retiree represents.
- wēpa printing is available at printing kiosks around campus. This service allows retirees to print documents to a wēpa kiosk from their Google cloud account, the web, a USB drive, smartphone, or personal computer. A wēpa account is already available and tied into USDOne accounts.
- More information regarding how to get started, how to pay, how to print, and where to print are located here https://www.sandiego.edu/its/services/printing/get-started.php
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Google Drive
- Google Drive remains available for full time tenured faculty retiree/emeritus.
- There is no need to transfer data, though retirees/emeritus will soon be subjected to a storage quota which is yet to be determined.
- Adjunct faculty and administrative retirees do not have the option to retain or transfer data.
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Data Transfer for Full time, Tenure Faculty Retiree/Emeritus (only)
- It is the retiree/emeritus choice where data should be transferred.
- Data can be transferred to a personal physical storage device or cloud environment storage (e.g. Google Drive, Dropbox etc.).
- This process is handled by the retiree/emeritus.
- Retirees/emeritus should be aware of how much data is utilized and the size of data that needs to be transferred to a physical hard drive or cloud storage. All physical hard drives must be encrypted and the data transfer process is required to be completed before retiree/emeritus departure.
- Before special assignments or research can be considered by ITS, a new retiree termination date must in place and must be communicated by the retirees department management to ITS. Doing so ensures correct termination date expectations before the retiree departs from USD.
- If more time is required for special assignments, this information must be communicated by the managing department to ITS.
- If a full time tenured retiree/emeritus needs to complete unfinished work, projects, research, or other special assignments post retirement for a department or provost's office, a personal computer is required. USD will not supply or donate CRP computers to a retiree/emeritus.
- Alternatively, the retiree/emeritus department may consider a temporary solution utilizing a Non CRP computer, especially if specific software is required. The Non CRP computer and/or software is for limited use purposes and must be retrieved by the retirees department after the special assignment or research is completed upon the agreed termination date with ITS.