Exit Process for Geisel IT-issued Computers

Purpose

For both financial and data security/compliance reasons, it is important that we ensure recovery of Geisel-owned technology resources (computers, displays, and other peripheral devices) when an employee's term at Geisel concludes. Our decentralized structure makes coordination difficult, and so this document aims to establish clear processes and outline where responsibilities lie.  

Responsibilities

Department managers will:

  1. Engage with employee re: equipment return and data retention upon receiving notice of resignation/termination
  2. Contact Geisel IT for confirmation of what devices are issued to the individual1
  3. Ensure all College-owned devices are returned in working order (reasonable wear/tear)
  4. Confirm with employee that critical institutional information has been transitioned to appropriate data storage.
  5. Engage with Geisel HR - who may, in turn, engage the General Counsel's Office or other resources - in the event that an exiting team member does NOT return Geisel's property in a timely fashion

Departing Employee will:

  • Transfer or archive essential work-related files from personal storage directly to supervisor or place in non-expiring, shared storage.  Contact Geisel IT for guidance.
  • Return digital assets in a timely fashion

Consequences of Non-Compliance:

Failure to return College property may result in:

  • Withholding/garnishing of pay
  • Potential legal action
  • Ineligibility for future employment

Geisel IT will:

For systems Geisel IT purchases and manages centrally, we will retrieve the hardware, inspect it, and either refresh the software image so the device can be re-deployed OR decommission the hardware, process it for disposal, and order an appropriate replacement where needed.  Note: These hardware assets are 'owned' by Geisel IT and may be redeployed to other departments as needed (though we will never leave someone without a device to do their work).

For other department- or lab-owned assets, the department can dispose of the asset as they see fit.  Geisel IT can be engaged to assess a device's health if that is helpful for decision-making.  For devices still within their normal service life, Geisel IT can also be engaged to 're-image' the machine (deleting all content and paving over with a fresh Dartmouth software image).

Shipping Charges for Equipment (where needed)

If, in conversation with their department, it is determined that returning computer equipment directly to campus is not feasible (e.g. remote employees, medical issues, etc), there are processes that can be engaged to allow devices to be shipped back to the College.  Please contact Geisel IT to discuss details. 

 

 

1 Geisel IT centrally manages (orders, deploys, inventories, and regularly replaces) computers for a limited group of central, administrative departments.  We do not maintain records for computers purchased by other departments or labs.  

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