Overview
In this optional guide we go over some common IT-related offboarding tasks you may find helpful to keep in mind when processing departing employees. Please note that this guide is offered as general information/best practices and is in no way a requirement, as we understand that processes vary by department.
Dornsife IT equipment
The departing employee should return all IT equipment to your department or to DTS, such as the following items:
- Computers and tablets
- External storage devices
- Other hardware such as printers, monitors, and tablet pens
Preparing equipment for return
Before returning equipment, the departing employee should first:
- Transfer all necessary files/data from the device to another accessible location, whether that is your department's network drive, a shared Google Drive, or another account/service your department is using for file storage and sharing.
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Log out of their iCloud/Apple ID on any iPhone, iPad, or Mac/MacBook.
How to hold onto or return equipment
If your department wants to hold onto and repurpose the device, whether for the departing employee's successor or someone else within your department, now or for future use:
If your department no longer needs the device and wants to recycle it, particularly if the device is 5+ years old:
Dornsife Account and Dornsife IT services
Switching departments within Dornsife vs departing USC Dornsife entirely
If the employee is departing your department for another Dornsife department, their Dornsife Account will remain valid and accessible, so you will need to remove their access to your department's shared network drive:
If the employee is departing USC Dornsife entirely, their Dornsife Account is automatically disabled the next business day after they are no longer active in Workday and they will no longer have access to your department's shared network drive or any other shared network resources.
Checklist
Network drive files and local computer files
Necessary files on the employee's U: drive or on their computer/device(s) should be transferred—preferably to a shared department location or file storage service, but at the minimum to another department member.
Employee-created files on the department's shared G: drive will remain accessible and do not need to be transferred.
Shared org accounts
If the employee has access to any shared org accounts, please contact the Help Desk to have this access removed. Otherwise, if the employee is moving to another Dornsife department or USC unit, they will still have access to the shared org account.
MyDornsife and Dornsife CMS
Employee access to myDornsife and the Dornsife CMS is automatically disabled after the employee is no longer active in Workday.
Software licenses
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Adobe licenses: Automatically removed once an employee is no longer active in Workday.
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Emma licenses: Manually removed after the employee departs.
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Software not licensed through DTS: We cannot retrieve account information for software not licensed through DTS, so make sure that the employee passes along any software product keys if applicable.
Additional Dornsife-associated accounts
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Qualtrics: The departing employee should submit a ticket to DTS to have necessary surveys transferred to another department member's Qualtrics account.
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DocuSign: The departing employee should submit a ticket to DTS to have necessary documents transferred to another department member's DocuSign account.
USC NetID and USC IT services
Departing a department vs departing the University
If the employee is departing your department for another USC department/unit, their USC NetID and USC IT services such as their USC Google Drive account will remain valid and accessible.
If the employee is departing USC entirely, their USC NetID and USC IT services will be disabled.
Checklist
Transfer Google Drive files
Once the employee departs, their USC Google Drive account is deactivated. How this affects access to these files:
- Any files on the employee's individual Google Drive account will no longer be accessible, even if the employee had previously shared the files with others
- Any files that the employee created within a department's shared Google Drive are still accessible
To retain files from the employee's Google Drive, there are several options. The employee can:
- Transfer files to a departmental shared Google Drive (recommended)
- Transfer file ownership to another department member's Google Drive
- Download files to an external storage device, to be handed to another department member (not recommended)
Transfer Microsoft OneDrive files
Once the employee departs, their USC Microsoft account is deactivated. How this affects access to these files:
- Any files on the employee's individual OneDrive will no longer be accessible, even if the employee had previously shared the files with others
- Any files that the employee created within a SharePoint shared library are still accessible
To retain files for the department from the employee's OneDrive, there are several options. The employee can:
- Transfer files to a SharePoint shared library (recommended)
- Grant folder/file access to another department member, so the department member can download the folders/files to their own OneDrive
- Download files to an external storage device, to be handed to another department member (not recommended)
Transfer Zoom cloud recordings
Once the employee departs, their USC Zoom account is deactivated and any cloud recordings on their account are no longer accessible. To retain cloud recording files that live on the departing employee's Zoom account, have the employee download their recordings and transfer them to your department's shared Google Drive, OneDrive, or other file storage service. We do not recommend saving Zoom recordings to your department's shared G: drive, as recording files can be large and storage space is limited on the shared network drives. See further instructions in our guide, "Downloading your recordings from Zoom."
If the employee has upcoming Zoom meetings/webinars scheduled which another department member will need to take over, make sure to transfer those to the non-departing department member's Zoom account. See further instructions in our guide, "Re-assigning a Zoom meeting to a new host."
Set up an Outlook auto-reply and an updated voicemail message
While not necessary, this step is recommended so that anyone trying to get in touch with the employee after the employee's final date can be redirected to an active departmental email address or phone number for assistance.
Any Outlook auto-reply will be active for up to one year after the employee's termination date, at which point the mailbox will be fully deleted and the auto-reply will stop.
Faculty-only services
Some faculty members may qualify for the following services:
Affiliate access (iVIP program)
Affiliate access is available to qualifying faculty who depart USC employment but still need electronic access to some USC services (for example, if the faculty member is transitioning to emeriti status and still needs to access USC services).
For more information, please review the following guides:
Additional resources