Overview
This guide provides some common IT-related offboarding tasks to keep in mind when processing departing employees. Please note that we focus on best practices rather than formal procedures, which may vary by hub or unit.
Dornsife IT equipment
The departing employee should return all IT equipment to your hub or unit, or to DTS. This includes:
- Computers and tablets
- External storage devices
- Other hardware
Preparing equipment for return
Before returning equipment, the departing employee should first:
- Transfer all necessary files and data from the device to another location such as Microsoft OneDrive or SharePoint, network drives, or Google Drive. Depending on the amount of data to transfer, they may prefer to transfer to an external storage device.
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Log out of their iCloud/Apple ID on any Apple devices.
How to hold onto or return equipment
If your unit wants to hold onto and repurpose the device, whether for the departing employee's successor or someone else within your unit:
If your unit no longer needs the device and wants to recycle it, particularly if the device is 5+ years old:
Dornsife Account and Dornsife IT services
Checklist
Network drive and printer access
If the employee is departing your unit for another Dornsife unit, their Dornsife Account will remain valid and accessible, so you will need to remove their access to any unit-specific network drives and printers:
If the employee is transferring to another USC school or departing USC entirely, their Dornsife Account is automatically disabled the next business day after they are no longer active in Workday and they will no longer have access to Dornsife network resources.
Network drive files and local computer files
- Employee-created files on shared network drives: These will remain accessible and do not need to be transferred.
- Files stored on the employee's computer or on their individual user drive (U:): The employee should transfer any files to a shared location or to a colleague.
Shared org accounts
If the employee has access to any shared org accounts, contact DTS to have this access removed. Otherwise, if the employee is moving to another Dornsife unit or USC school, they can still access the shared org account.
MyDornsife and Dornsife WordPress
Employee access to myDornsife and Dornsife WordPress is automatically disabled after the employee is no longer active in Workday. If the employee is transferring to another Dornsife unit or another USC school, we recommend contacting DTS to remove their access to any unit-specific websites and resources.
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 a colleague's Qualtrics account.
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DocuSign: The departing employee should submit a ticket to DTS to have necessary documents transferred to a colleague's DocuSign account.
USC NetID and USC IT services
Transferring vs. departing USC
If the employee is departing your department for another unit or school, their USC NetID and USC IT services such as their Microsoft and Google accounts will remain active.
If the employee is departing USC entirely, their USC NetID and USC IT services will be disabled.
For more information about what happens to files stored in Microsoft or Google accounts for a transferring or departing employee, refer to our guide on file access and departing USC.
Checklist
Microsoft OneDrive and SharePoint
You should have the departing employee transfer any needed Microsoft files to a SharePoint document library or to a colleague.
If the employee is transferring within USC, you may want to remove them from any SharePoint sites for your unit.
Google Drive and shared drives
You should have the departing employee transfer any needed Google files to a shared drive or to a colleague.
If the employee is transferring within USC, you may want to remove them from any Google shared drives for your unit.
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 from their Zoom account, the employee should download their recordings and transfer them to your unit or a colleague.
If the employee has upcoming Zoom meetings or webinars scheduled, make sure to transfer those to a colleague's Zoom account. See further instructions in our guide, Re-assigning a Zoom meeting to a new host.
Slack channels
If the employee is transferring within USC, you may want to remove them from any Slack channels for your unit.
Set up an Outlook autoreply and a Zoom voicemail
We recommend that the departing employee set up an autoreply and an updated Zoom voicemail message to redirect people to an active email address or phone number for assistance.
Outlook autoreplies will be active for up to one year after the employee's termination date, at which point the mailbox will be fully deleted.
Faculty-only services
Affiliate access through the iVIP program
Affiliate access is available to qualifying faculty who depart USC employment but still need electronic access to some USC services. For example, this may apply for faculty members who are transitioning to emeriti status and still qualify for USC services.
For more information, please review the following guides:
Additional resources