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Introduction

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This page explains the steps for a departing employee and supervisor to take to migrate work data, remove access, and return technology to IT.

Please note that data loss can occur if these steps are not completed. It is the supervisor's responsibility to ensure that all of the following steps are completed. Biola IT will not be responsible for data loss when employees depart from Biola.

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Need Help?

Please contact Biola Tech Support. For contact information, methods, and hours please visit our Biola Tech Support page.

Departing Employee Steps

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titleUpload critical computer data to a department shared drive
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width100%

Note: We will need to create a contingency procedure for people who request more time.

StepWhat to DoWhat It Looks Like
1

Launch Google Chrome and navigate to https://drive.google.com (make sure you are logged in to your Biola Google account).

Note: This procedure will not work in Safari or Firefox.


2

Navigate to your department’s Shared Drive > Former Employee Data folder.

Note: If you do not have a department Shared Drive, please complete the Google Shared Drive Request Form.

3Create a new subfolder with your name and departure date (e.g. “Jane Smith - Computer Data - 2022/07/18”).

4Open the new folder you created.


5

Drag the folders you wish to upload from your computer and drop them into the Google Drive folder in your web browser.

Note: You will see a progress bar in the bottom right-hand corner of Google Chrome. Leave that window open (minimized is fine) until that progress bar completes.

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titleEnable an auto-responder for incoming email after your departure date
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StepWhat to DoWhat It Looks Like
1Follow Google’s documentation on how to turn on an out of office or vacation reply.

Sample auto-responder template:


Hello,

Thank you for your message. I am no longer working with Biola University as of [date]. I can no longer answer your email.

Please direct all future messages to [first name, last name] at [email] or [phone]. [He/she] will be happy to assist you. Please note that your email will not be forwarded automatically.

Sincerely,

[first and last name]

2

Enable the vacation responder to start on your last day of employment (or sooner).


3Select an end-date at least 30 days after your last day of employment.


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titleMigrate work data from your Google Drive to a department shared drive
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width100%
StepWhat to DoWhat It Looks Like
1Launch Google Chrome and navigate to https://drive.google.com and make sure you are logged in to your Biola account.
2

Navigate to your department’s Shared Drive > Former Employee Data folder.

Note: If you do not have a department Shared Drive, please complete the Google Shared Drive Request Form.

3Create a new subfolder with your name and departure date (e.g. “Jane Smith - Google Drive Data - 2022/07/18”).

4Navigate to My Drive and review your Google Drive data. Open your department’s shared drive and your new subfolder in the left sidebar.


5Drag any folders that you want to migrate to the new subfolder in your department’s shared drive.
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titleReturn Biola-owned computers and peripherals to IT
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width100%
StepWhat to Do
1

Physically return laptop, power cords, adapters, lock-down kits, and any Biola-owned devices that have been taken home to the Tech Commons desk in the Middle-level Library on or before your last day of work.

Note: Desktops and monitors located within the employee's office on-campus may be left in place. Please note the asset numbers of these devices and communicate them to IT before the employee’s last day.

Supervisor Steps

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titleReassign department-managed computers
StepWhat to Do
1Ask your departing employee if there are any department-managed computers/peripherals they oversee.
2

Compare your list with the one emailed to you by IT.

3

Let IT know who the department-managed computers/peripherals should be reassigned to. 

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titleRemove employee from Pharos cost centers
StepWhat to Do
1In a browser, go to apps.biola.edu/pharos.
2

Click on any cost centers you manage, and remove your departing employee.

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titleRemove employee from access.biola.edu workstation access and file sharing groups
StepWhat to Do
1

In a browser, go to access.biola.edu.

2

Remove the employee from any File Sharing or Workstation Access groups.

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titleEnsure that online accounts are accessible to the department
StepWhat to Do
1

Ask your departing employee what online accounts they have signed up for on behalf of the department, and make sure you or another employee have access to them.

What IT Will Do

After the employee's last day, IT will:

  • Deactivate the employee's Google account.
  • Remove manager access to department email accounts, if any. If the departing employee has manager access to departmental email accounts, the supervisor will be notified through our ticketing system to designate a new manager.
  • De-configure the departing employee's phone.
  • Remove workstation or file share manager access, if any.
  • Remove Pharos cost center manager access, if any.
  • Remove the departing employee's Zoom license, if any.
  • Remove Formstack manager access, if any.
  • Remove Slack access, if any.
  • Remove Acrobat Pro, Adobe Creative Cloud, Tableau, SPSS, or FileMaker Pro licensed access, if any.