We've gathered common technology information and helpful questions to guide you through processes that you handle on a regular basis in your role.

• Develop an operational reference guide on the processes that you handle on a regular basis.  Make sure to include step-by-step instructions and information about how to get access to the systems or services that you use.  Here are some things to focus on:
  • Major technology items that will impact the office when you are gone.
  • Specialized applications/systems in which you have served as the subject matter expert on.
• Meet with with your manager and develop a transition plan regarding access and data in advance.
• Consider the following items when planning your transition.

Data:

• Box: Transition ownership (full ownership, not co-ownership) of files and folders in Box.com to other employees. Learn how to transfer Box ownership.
• Computer Files: Move needed data to a Commonfile (group/departmental) share that others can access.
• Network Shares: Move needed data from your Homefile (also called your M: Drive) to a Commonfile (group/departmental) share that others can access.
• Qualtrics: Transition ownership of surveys over to other employees. Other Applications – Function/role-specific data needs to be discussed and shared as appropriate. Learn how to change Qualtrics project ownership.

Email:

• Important Existing Emails: Forward important communication or create a shared mailbox if large amounts of data need to be moved.
• Email Out of Office Auto-Reply: Set up an Out of Office Auto-Reply message in advance so that people are aware of who to contact after your last day.

• Specific Mailboxes & Distribution Lists: Request any other mailboxes or distribution lists you own be moved to other employees by contacting the IT Help Desk.

Other:

• Desk Phone: Share any important voicemail messages and set-up your phone to have calls forwarded another employee who will take your calls going forward. Learn how to set up call forwarding.
• Voicemail: You may want to consider turning off the voicemail option or setting it up to notify someone else if a message is left on your desk phone number. Learn how to change phone notifications.
• Delete TCU Data on Personal Devices: Erase TCU data from any personal device you may have used (phone, laptop, etc.).
• Non-Standard Systems: Transfer any accounts for tools such as, online videos (YouTube), social media accounts, third-party/external websites/portals, and any passwords that may need to be shared.

Helping an employee transition from TCU can take a lot of time and effort.
We've gathered common technology information and helpful questions to guide you through the process and ensure nothing important gets overlooked.

• Meet with your employee to go through the Offboarding Employee Checklist and determine which items are relevant for them to complete.
• Meet with your employee to review their business/technical processes, especially as it relates to technology functions of their job. Collaboratively create an action plan, with deadlines, to ensure operational continuity.
• Consider the following tools and questions.

Data:

• Do they store data in Box.com? If so, have they transferred full ownership? (Not just co-owner)
  • What should they move and where?
• Do they store data in their Homefile (M: Drive) or a Commonfile (group/departmental) share?
  • What should they move and where?
• Do they store data on their local computer that you need to access?
  • What should they move and where?

Email:

• Do they have emails in their personal account that need to be saved or archived?
• Do they manage a departmental email mailbox that needs to be assigned to someone else?
• Do they manage an email distribution list(s) that needs to be assigned to someone else?
• Do you need them to setup an Out of Office Auto-Reply on their mailbox in advance?
• Do they need to add a note to their signature line notifying future contacts of their upcoming separation and who to contact?

Other:

• Do they have Qualtrics surveys that need to be transferred?
• Do they have all of their TCU-owned equipment to return?
• Do they have their work processes written down and documented to share?
• Do they have a desk phone that needs to be retrieved/forwarded?  If so, who will answer their phone calls upon their departure?
• Do they have a desk phone that needs to be forwarded to another location and the name/voicemail PIN need to be reset?
• Do they have personal information on TCU devices that they need to transfer to a personal drive?
• Do you plan to have them continue working with the university in an unpaid capacity as an associate?
• Do they have access to social media, online videos (YouTube), third-party websites/portals or other job-specific data that needs to be transitioned over?
• Have you submitted termination paperwork to HR and requested the removal of extra access from an employees account to IT before their last day?