Departing Employee - Email

Contents

What happens

  • When you reach your last day of employment, you will have an additional 30 days of an active account.  You will be notified by email message on your last day of employment that your account will expire in 30 days.
  • On the 30th day after your last day of employment, your account will expire, and you will lose access to your Dartmouth email mailbox (this includes contacts, calendars, notebooks, forms, etc). 
    • If someone sends an email to your employee@dartmouth.edu address, it will bounce back to the sender. 
  • By policy, employee email accounts cannot be extended beyond the 30 days after last day of employment. 

If you are a Dartmouth Alum

  • On the 30th day after your last day of employment, your account will transition to an Alumni forwarding account. 
  • You will lose access to your Dartmouth email mailbox (this includes contacts, calendars, notebooks, forms, etc) but you will be able to set up forwarding to a personal email mailbox for your Alumni email address.  
  • Your employee email address will no longer work and will transition to your alumni email address which includes your class year. 
    • example Jane.A.Doe@dartmouth.edu will change to Jane.A.Doe.19@dartmouth.edu.
    • Any alias addresses on your alumni account must include the class year.
  • You will need to set a preferred email address in your alumni profile to continue to receive email from Dartmouth.
  • See more information for alumni.

Pending (Staff) Emeritus

  • Emeritus status is granted only after approval by the Board of Trustees. 
  • If you are leaving Dartmouth and you have been nominated for emeritus status, your account may reach the 30 day expiration date before the Emeritus status is approved by the Trustees. 
    • If this happens, your account will still expire 30 days after your last day of employment and will be reinstated with the Administrator Emeritus entitlements when you are approved for Emeritus by the Trustees.  
  • If Emeritus status is approved by the Trustees before your account reaches the 30 day expiration date, your account will not expire but will transition to the Administrator Emeritus entitlements.

Email is a record of the College

  • Work-related email messages, attachments and other records stored on Dartmouth College systems are the property of Dartmouth College. These records should not be forwarded or duplicated to personal email accounts or non-Dartmouth systems such as hard-drives or personal cloud-based storage. Please refer to Email Policy When Leaving Dartmouth for policy guidance.

Deadline

  • 30 days after your last day of employment as defined by HR, you will lose access to your Dartmouth email mailbox.

What you need to do

Prior to your last day of employment

  • Export personal email messages and contacts you want to keep after leaving employment to an archive, or forward|transfer to a personal email account.
  • Use an Out of Office message on your mailbox to let people know to direct messages after you have left employment. 
    • This Out of Office will work up until the 30 day expiration date passes.
  • End date any recurring calendar meetings where you are the organizer.
  • Cancel any future non-recurring calendar meetings where you are the organizer.

Alumni

  • In addition to the above tasks, when your account transitions to an Alumni Account you will need to set a forwarding on your alumni email address to a personal account. See the article Change Forwarding Email Address.
  • You will also need to set a preferred email address in your Alumni Profile to continue to receive email from Dartmouth.
  • See more information for alumni.

Pending Emeritus

  • In addition to the above tasks, when your account transitions to Administrator Emeritus, you will need to set a forwarding on your Dartmouth email address to a personal account. See the article Change Forwarding Email Address.

 

Note: While Dartmouth makes every effort to ensure all forwarded mail is delivered, and delivered in a timely manner, we cannot control all aspects of mail flow into or out of Dartmouth's email environment. Original sender organizations can effectively prohibit the forwarding of email, intentionally or through misconfiguration. Recipient email providers can delay, block, quarantine or alter messages.

 

Print Article