Departing Employee - Overview

leaving-dartmouth employee departing

Employees

❗ Your Dartmouth account expires approximately 30 days after you leave. Download anything you want to keep.

When it's time to say goodbye to Dartmouth College, we've got your back with an offboarding process, just for you. Please use the guide below as a handy checklist to make your exit as smooth as possible. Once you leave Dartmouth, ITC will remove your access to Dartmouth systems, discontinue any subscriptions, and remove any files on your work computer and cloud storage.

You will need to:

Transfer ownership of shared meetings, storage drives, and platforms
Move any local work files into a shared department destination
Move personal files to a personally owned storage device
Return any Dartmouth Owned equipment

Jump to:
O365
Data Files
Network Share
Services
Accounts and Access
Equipment
Telephone
Alumni Employees
(Supervisor Checklist)

Please Note: Although extensive, the list may not fully reflect the technology in your role, and it is essential that you meet regularly with your supervisor to coordinate the hand-off of any other work and technology access.

If you or your supervisor have questions about technology offboarding, please contact ITC.

O365 (Your Dartmouth Account)

	What you need to do	Resources
Email Account	Disperse work email to colleagues as appropriate Export or forward any personal email to a personal account Departing Alumni Employees (See below)	Departing Employee - Email Email Policy When Leaving Dartmouth
Calendar	Event Organizer - Cancel future meetings (non-recurring) Zoom Host - Set end date on any meetings. Must be recreated by new host Repeating Events - Set end date on any meetings. Must be recreated by new organizer	Cancel a Meeting End a recurring meeting before the original end date
Contacts	Export contacts to a personal account	Export Contacts from Outlook
O365 Groups	Change owner to appropriate person	Change Owner

Data Files

	What you need to do	Resources
Dartmouth-Owned Computer	Move local files off work Computer to appropriate destination Move personal files to personally-owned storage
iCloud (Laptop or Desktop)	System Preferences -> Internet Accounts -> iCloud -> turn off "Find My" Mac Log out of iCloud iPad or iPhone - Remove device from your Apple ID devices	Turn off FindMy Sign out of iCloud View and remove devices that are associated with Apple ID
Google Drive	All Files, shared or otherwise - Change ownership, or Move files to a shared department destination as appropriate	Transfer Ownership of a File
DropBox	All Files, shared or otherwise - Change ownership, or Move files to a shared department destination as appropriate Are you the owner of a Shared folder? - Change ownership	How to change the owner of a shared folder
OneDrive	Move files to appropriate person or shared department destination Move notebooks to shared department destination or appropriate person	Mac - Move or copy notes and sections between notebooks Windows - Export and import OneNote notebooks
Sharepoint or Teams	Change ownership, or Move files to a shared department destination	Request to Add or Remove Access

Network Share

	What you need to do	Resources
Research Data (DartFS)	Move files to a shared department destination	Leaving Dartmouth - Research Computing Resources
OurFiles (including Cairo, Madrid, etc)	Any files in a folder that only you have access to?
	Change ownership, or Move files to a shared department destination	Request to Add or Remove Access

Services

	What you need to do	Resources
Panopto	Move or Copy to another person, create a department location
Canvas	Submit a ticket to Education Technologies team for information on how to export content needed.	Go to Services Portal and select to Submit a Ticket
Canva
Adobe Cloud	Move local files off work computer to appropriate destination
	Move personal files to personally-owned storage
Slack	Remove user from department or team channel(s)
FileMaker Pro	Have your database manager submit a request to remove your access from the appropriate databases.	Request/Remove Access Form
Web Hosting	- Transfer Ownership to another Dartmouth community member, or - Transfer Domain using Reclaimhosting.com	Expiring Account on host.dartmouth.edu
Overleaf (LaTeX)	- Transfer ownership of shared projects to current college member (staff, faculty, student)	Overleaf projects ownership transfer
Qualtrics	- Transfer ownership of active or inactive surveys for data preservation - Transfer ownership of shared surveys ("collaboration") to preserve data and survey	Qualtrics surveys ownership transfer

Accounts and Access

	What you need to do	Resources

Distribution Lists	Change Owner to appropriate person	How do I Configure and Maintain my O365 Distribution list?
Org/Dept Accounts	Change - Shared password to dept or org account	Changing a NetID password for a non-person account
	Request - Update to Personal Email address of dept or org account	Request to Add or Remove Access
	Request - Remove Duo Device (dept or org account)	Request to Add or Remove Access
Website (Drupal, Omniupdate, Wordpress)	Submit a ticket for Web Services to remove access, or change access to appropriate person	Go to Services Portal and select to Submit a Ticket
Room (Calendar) Resources	Submit a ticket for Service Desk support team to remove access, or change access to appropriate person	Go to Services Portal and select to Submit a Ticket
Social Media Accounts (Facebook, Twitter)	Is Access associated with individual email - change to dept or org email address
Departmental Equipment Logins	Update password for shared device

Equipment

	What you need to do	Resources
Laptop or Desktop	Return item(s) to your department/ supervisor before last working day
Secondary Device (Laptop or Desktop)	Return item(s) to your department/ supervisor before last working day
Dartmouth Owned Mobile Device(s)	Turn off "Find My" iPhone	Turn off FindMy
	iPad or iPhone - log out of iCloud	Sign out of iCloud
	iPad or iPhone - Remove device from your Apple ID devices	View and remove your devices that are associated with Apple ID
Peripherals	Return item(s) to your department/ supervisor before last working day

Telephone

	What you need to do	Resources
Office Phone	Request to Network Service to reset phone	Request or Update Phone or Voicemail

Tax Forms & Paystubs

	What you need to know	Resources
W-2 Forms and Paystubs	Your NetID and password will remain active for 18 months in order to exclusively access the Employee Self-Service portal. This allows you to access and print your past W-2 and paystub information during this time.	Employee Self-Service

Alumni Employees

	What you need to do	Resources
Alumni Profile	Verify and update your profile in the Alumni Directory, including name, email address, address, phone number, and employment information. Update your preferred email address. The email address you set in the Alumni Directory is how Dartmouth will contact you going forward.	Updating Your Information in the Alumni Directory
Forwarding Email Address	Confirm that you have set forwarding for your Dartmouth email address in DartDM to a personal email account.	Change Forwarding Email Address

Supervisor Checklist

Accounts and Access (changes to ownership, removal of privileges

	What you need to do	Resources
AD Group Manager	Person with AD permission to add/remove group members - need new manager	Request to Add or Remove Access
Centralized Applications	Access Removal - Banner, HRS, OnBase, Oracle, EMS, AppWorx, other?	Request to Add or Remove Access
Lenel	Access Removal - Using the Access Control Request tile in Planon	Planon - Access Control Request
OurFiles	Access Removal - Cairo, Madrid, etc.	Request to Add or Remove Access
Distribution Lists	Change owner to appropriate person	How do I Configure and Maintain my O365 Distribution list?
Organization or Departmental Accounts	Update Approver NetID for dept or org account primary responsibility	Request to Add or Remove Access
	Remove Access to department or organization account or calendar - Full Access/Send As	Request to Add or Remove Access
Website (Drupal, Omniupdate, WordPress, Hosting.dartmouth.edu)	Remove access to site or change owner	Request to Add or Remove Access
Room (Calendar) Resources	Remove access or Change Owner of Resource Calendar	Request to Add or Remove Access
Social media accounts (Facebook, Twitter)	Change - email and password to social media accounts
Konica Minolta	Request access removal MYKMBS	Request to Add or Remove Access
	Remove from printer address book	Maintaining Address Book on a Konica Minolta

Need help?

Support during the transition

If you need additional help, ITC's Service Desk team can assist during your transition.

Request Help

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Details

Article ID: 151186

Created

Fri 4/21/23 1:09 PM

Modified

Wed 4/24/24 2:06 PM

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