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Technology to Do List for Retiring Employees

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Congratulations on your upcoming retirement! Prior to your retirement, there are several tasks related to different technological aspects you’ve worked with during your time with extension.

Several weeks before you retire you should start working through the following checklist. If you have any questions or need help, contact your Information Management Agent or the EIT Help Desk (eithelpdesk@ncsu.edu).

The following step should be discussed with your County Extension Director so that they may know the status of your files:

1. Transfer Your Work-Related Computer Files to Someone Else in the Office

When an employee leaves their position within NC State University, it is typical for some of their work-related files to be transferred to someone else in the office. In the past, it was necessary to have a letter from the departing employee granting permission to move their files. This is no longer the case. According to the David Drooz, the campus attorney who specializes in computer-related issues, all files are “open” to the public.

Recommendations

  • Employees should not put anything on the computer that they do not want someone to have access to.
  • If employees do store files containing personal information, then they should create a separate directory named “Private” or something similar for storing those files. That would allow the employee to remove the files easily when they leave. The directory name used must clearly indicate the private nature of the files, so there is no question about whether or not the directory should be transferred to someone else.

If you or an employee in your office is leaving and has further questions about this policy, please contact the EIT Helpdesk.

The final step should be done by your county computer contact once you have reached your retirement date:

1. a. Share Mailing Lists

  • If you have mailing groups in your email client that will need to be shared with your replacement, export it and send it to whoever will be using it or the CED or your support specialist.
  • If you manage any NC State Google Group mailing lists, assign group management to your replacement, CED or support specialist so they can manage the list until your replacement is hired. If you need assistance with this, refer to OIT’s Google Groups information or contact the EIT Help Desk (eithelpdesk@ncsu.edu)

2. Removing Employee’s User Accounts

Before removing a user account

Employees leaving for any reason may wish to transfer their files to someone else or take the files with them to another county center office.

Before leaving, if they are on an Extension IT supported Mac, the departing employee or their supervisor should request via e-mail to eithelpdesk@ncsu.edu for the files to be transferred to another employee’s account. Then when a replacement is hired, they should contact EIT to transfer the files to the new employee. Ideally, although rarely, the name of the replacement is known and an account can be created and all the leaving employee’s files transferred to the new employee’s account.

If the employee is transferring to another county extension center, they should request that Extension Information Technology to transfer their files to their account at the new site.

Once an employee is no longer employed by NC State or N.C. Cooperative Extension, then their account must be removed using the following method.

To remove an account from the system:

The County Computer Contact should fill out the Remove County Employee Request Form. This will alert Extension IT to make the employee inactive in the Employee database and also remove their accounts on supported 3rd party software like Eventbrite and ActiveCampaign.

3. The employee should update their title in the NC State Campus Directory listing, to indicate they are retired.

The employee should also change their information in the NC State Campus Directory, removing their working title, work phone number(s), work fax number, and under additional information, please insert the word retired.

4. Move/transfer ownership of any Google Calendars and Google Drive files to appropriate people

5. Update Local Foods contact person

If the person leaving is the Local Foods contact person for a county, please refer to Local Food Resources.

To see who is the contact person for your county, go to the Local Foods page for your county website (e.g. http://COUNTYNAME.ces.ncsu.edu/categories/agriculture-food/local-foods/)

6. Decide if you would like to retain your NC State University email account.

University policy allows retirees to retain their Unity accounts. This is not mandatory. See procedural details

Begin the process to keep your email address upon retirement by notifying your District Administrative Assistant.

If you choose not to keep your NC State email account, you will need to know that your email address may be shut down immediately after your retirement date. After this time you will NO longer be able to send or receive email through your university email address.

7. Review OIT’s System Access Checklist

Written By

Scott Byrd, N.C. Cooperative ExtensionScott ByrdTechnology Support Analyst Call Scott Email Scott Extension Information Technology
NC State Extension, NC State University
Page Last Updated: 2 years ago
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