Technology Offboarding Checklist

• Confirm that all electronic files containing University data from personally owned computers, mobile devices, storage media (hard drives/flash drives) have been migrated to a shared drive designated by your manager and removed from personal devices.
• Inform others that you will no longer be available at your USD email address by setting up an auto reply message in GMail.
• Return devices and any other University-owned equipment and keys to your supervisor.
• Removal from the directory is automatic unless you are retaining a subsequent active status.
• Grant access to important files and emails and transfer ownership of data and google applications.
  • Transfer ownership of Google Drive documents
  • Transfer Google Calendars or Events
  • Add an additional owner(s) to any Google Groups and Google Sites
• Reset and provide supervisor access to voicemail and forward your phone if needed.
• Review internal departmental reporting and communication to ensure any automatically generated reports are forwarded to new person. Contact the Help Desk for assistance.
• Remove or uninstall all University licensed software on personally-owned computers or devices (License coincides with employment).
• Verify that your USD email address is not linked to any personal websites (iCloud,Facebook, Amazon, etc.).

• Confirm with the employee that all electronic files containing University data from personally owned computers, mobile devices, storage media (hard drives/flash drives) have been migrated to a shared drive and removed.
• If the employee is retaining another role at USD, contact the Help Desk to remove access to other systems, including departmental drives or group memberships, for example. This is important especially when the employee has a status change and their account will remain active in the case of a dual role or otherwise.
• Ensure that the employee has returned any University-owned property including devices and keys.
• Verify removal of employee from Department Webpages. Directory removal is automatic unless the employee is retaining a subsequent active status .
• Have the employee provide you with access to important documents, files and emails and transfer ownership of data and google applications. Remove them from shared drives (USD One Log In Required). Approval from Human Resources is necessary if you require access to an employee’s account after termination is completed.
  • Ensure that any files owned by the employee are transferred
  • Ensure that any licenses are transferred (Adobe, etc)
  • Ensure the Transfer of Calendars and Events
  • Ensure access for any Google Groups or Google Sites that were owned by the employee
  • Remove Email Delegations
  • Unshare Your Calendar
  • Manage Shared Drive Members (USD One Login Required)
• Review internal departmental reporting and communication to ensure any automatically generated reports are forwarded to new person
• Reassign direct reports a new supervisor if necessary by contacting your HR. This is important especially when the employee has a status change and their account will remain active.
• Ensure access to employees Voicemail and have them forward their phone if needed. This can be done by contacting the Help Desk.
• If the employee is retaining another role at USD, revoke group memberships or access to apps by contacting the Help Desk.
• Inform others that the employee is no longer available at their USD email address.
• Update Access to USD Lists as applicable.  If your employee was responsible for sending emails on behalf of your department or other university groups using the USD listservs, please contact the IT Help Desk to revoke access and request access for another employee.

If the employee's device will be transfered to the next incoming person within 2 months, the supervisor/department may hold the computer. If the position gets filled within 2 months then a case will need to be submitted to assign the computer to the incoming employee.

Otherwise, the computer will be reclaimed and returned to inventory. Go to https://helpcenter.sandiego.edu to check on your assigned device. If you need a list of devices assigned to your employees please contact crp@sandiego.edu for a list.

• Work with the employee to transfer data from their Google Drive or local files to the departmental Google Shared Drive.
• Local data will not be backed up after the employee leaves USD.
• Some users have administrative access to their computers and are responsible for the data on that USD issued computer.
• If the employee is the manager of any USD file share, please modify ownership.
• Instruct employee to remove any personal information from all USD systems.

• Department must retrieve and change credentials to shared departmental resources.
• If the employee has access or ownership to institutional or departmental social media accounts, the department must modify ownershiop or access rights upon departure.
• Access to third party applications or resources that are not integrated with USD single sign on platforms should be removed upon departure date.
• System custodians must be notified as soon as possible upon departure so that institutional and third-party access can be removed in a timely manner.