A view of University House

Staff Leavers

A guide to the steps required when leaving the University

When leaving the University, there are tasks that need to be completed by the leaver and the manager.

 

Your University account will be deleted 6 months after your leaving date; no Google Drive files or Google mail(s) will be recoverable.

Staff Leaver Checklist - for the leaver to action

Follow the steps below for a smooth move from the University

Be aware you are not authorised to take any university-owned data outside the University network.

Ensure you complete the following:
 

  1. Forward business-critical emails to your manager/colleague(s)
  2. Delete any non-essential emails and/or files from N Drive and Google Drive
  3. If you have any images, these will need to be moved to a shared drive
  4. Any files located on your N drive need to be moved to a shared Google Drive or sent to your manager/colleague(s) do not share files as your account will be deleted.
  5. On the MyDrive part of your Google Drive, change ownership to any files you need to share with your manager/colleague(s).   The video below demonstrates how to change ownership of files and folders.

 

If you only share and do not transfer ownership, the files will disappear after 6 months.

Ensure you hand back:

  • Laptop(s)
  • phone(s)
  • tablet(s)
  • Docking station(s)
  • Monitor(s)

All peripherals and cables are to be handed back to your manager on your leaving date. 

 

When these devices are returned the storage will be securely wiped with no option for recovery.

University cards are to be handed to your manager on your leaving date

Note: Building access automatically stops on your last day.

 

Not essential, but you can easily notify colleagues of your leaving date ahead of time by providing information and/or alternative contact details set as an automatic email reply

Staff Leaver Checklist - for the manager to action

Follow the steps below to ensure all Universithy property and business files/emails are moved appropriately

For the manager to complete on the leaving date:

  • Confirm that ownership of all business files has been transferred to the appropriate colleague(s) or placed in an appropriate team drive.
  • Confirm that business-critical emails have been forwarded to the appropriate colleague(s).
  • Obtain all leaver's University equipment (laptops, phones, tablets, etc.)
  • Obtain the leaver's staff/university card. These should be cut up.
  • Complete the Staff Leavers form to request a computer account closure (link below)

Note: While HR does notify IS of Staff Leavers, this may not always be immediate, and as such, completing the Staff Leavers form is an essential security measure.

For casual staff, this is particularly useful as contract end dates may be well after a leaver's last shift.

Staff Leavers form

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