Introduction

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.

Need Help?
Please contact Biola Tech Support. For contact information, methods, and hours please visit our Biola IT Technical Support page.

Departing Employee Steps

Ensure that no personal data is on your Biola-issued computer or Google Drive

The data on your Biola-issued computer and Google Apps account belong to the university. These should not be used for personal communication or to store personal data. Biola University is not responsible for recovering or maintaining any personal data or services on your Biola-issued computer or employee Google Apps account.

However, if there is personal data on your Biola-issued computer or Google Apps account, please ensure that they are removed prior to your last day.

For instructions on how to download data, please view the Biola Employee Google Apps page.

Upload critical computer data to a department shared drive

Step	What to Do	What It Looks Like
1	Launch Google Chrome and navigate to drive.google.com (make sure you are logged in to your Biola Google 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 Department Google Shared Drive Request Form. Create the folder, "Former Employee Data" if it isn't there.
3	Create a new subfolder with your name and departure date (e.g. “Jane Smith - Computer Data - 2022/07/18”).
4	Open the new folder you created.
5	Drag the folders you wish to upload from your computer and drop them into the shared 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.

Enable an auto-responder for incoming email after your departure date

Step

What to Do

What It Looks Like

1

Follow 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).

3

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

Migrate work data from your Google My Drive to a department shared drive

Step	What to Do	What It Looks Like
1	Launch Google Chrome, navigate to 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 Department Google Shared Drive Request Form. Create the folder, "Former Employee Data" if it isn't there.
3	Create a new subfolder with your name and departure date (e.g. “Jane Smith - Google Drive Data - 2022/07/18”).
4	Navigate to My Drive and review your data. Open your department’s shared drive and your new subfolder in the left sidebar.
5	Drag any folders that you want to migrate to the new subfolder in your department’s shared drive. Note: If any error messages appear during the transfer process, please view this page: Troubleshoot Google Shared Drive Error Messages

Return Biola-owned computers and peripherals to IT

Step

What to Do

1

IT will reach out about any assets still assigned to you in our database. Please physically return laptop, power cords, adapters, lock-down kits, and any Biola-owned devices that have been taken 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

Reassign department-managed computers

Step	What to Do
1	Ask 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.

Remove employee from Pharos cost centers

Step	What to Do
1	In a browser, go to apps.biola.edu/pharos.
2	Click on any cost centers you manage, and remove your departing employee. Typically, budget managers can add or remove users from Pharos cost centers.
3	If you are not sure who manages the Pharos cost center in your department, please contact the IT Helpdesk using the link on the top right corner of this page. We can help identify or designate your department's manager.

Remove employee from access.biola.edu workstation access and file sharing groups

Step	What to Do
1	In a browser, go to access.biola.edu.
2	Remove the employee from any File Sharing or Workstation Access groups.
3	If you are not sure who manages the access.biola workstation groups in your department, please contact the IT Helpdesk using the link on the top right corner of this page. We can help identify or designate your department's manager.

Ensure that online accounts are accessible to the department

Step	What 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:

Completely erase the contents of the departing employee's Biola-issued computer.
Revoke the departing employee's access to Google apps after the employee's last day.
Deactivate the departing employee's Google account after 60 days.
Remove manager access to department email accounts. 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.
Remove software license access, if any. If the departing employee has licensed access, the supervisor will be notified through our ticketing system to reassign or remove the licenses for the following:
- Acrobat Pro, Adobe Creative Cloud, Tableau, SPSS, or FileMaker Pro
De-configure the departing employee's phone and extension.
The following access removals if applicable:
- Manager access to workstations or file shares
- Manager access to Pharos cost centers
- Departing employee's Zoom license
- Manager access to Formstack
- Slack access
- Advise CRM access
- Terminal4 access
- admin_NetID access

Biola IT Services

Employee Departure Checklist

Introduction

Departing Employee Steps

Supervisor Steps

What IT Will Do