Purdue Fort Wayne- Preparing to Leave the University

Overview

An explanation on how to get ready to leave the university, for employees. 

Instructions

Preparing to Leave the University

Note: These instructions apply to employees leaving the university even when they are also a student or a retiree. If assistance is needed with any of these steps, contact the IT Services Help Desk.

Note: Individuals no longer affiliated with the university are not entitled to access university data. Do not take university data with you when you leave the university. Former employees are still bound by FERPA and HIPAA regulations and the Purdue Fort Wayne Ethical Guidelines for IT Users.

Note: If the retiree chooses to keep their account, they retain access to Outlook on the web, They can only access Outlook online. 

What to Do Before You Leave

1. Contact IT Services
    
   1. If you are no longer an employee but are still an active student or a Purdue Fort Wayne retiree, contact the Help Desk to discuss your options.
   2. Retirees keep their email account but lose access to university data on their retirement date. Retirees should fill out the Emeritus/Retiree Account form well before their retirement date.
2. Password Self Service
    
   1. Retirees should make sure they have security questions set so they can reset their password if forgotten. Go to https://mypassword.pfw.edu to view and update your verification options.
3. Email
    
   1. Set an automatic reply in Outlook to let people know you are leaving and on what date.
   2. Transfer university related email messages to an appropriate person in the department.
   3. Forward personal messages to a personal email account. *
   4. If you signed up for services (LinkedIn, Twitter, Facebook, etc.) with your Purdue Fort Wayne account, log into these services and use your personal email address. *
   5. Export your personal contacts, especially if you have your Purdue Fort Wayne email set up on your phone.  The loss of your Purdue Fort Wayne email will cause your contacts and phone numbers to disappear. *
   6. If you manage any other mailboxes in Outlook via delegated access, transfer maintenance to someone else in the department and have your access removed.
   7. If you read your Purdue Fort Wayne mail on your phone, delete the account from your phone once you are done checking your mail.
   8. Departments: if someone is leaving your department, everyone in the department should evaluate who has delegated access to their account and make adjustments if necessary.
4. Files on Computer
    
   1. Check for files on your desktop or in My Documents or other folders that the department might need. Copy them to another location such as the O drive.
   2. Copy any personal files such as photos or music to a flash drive.
   3. Copy any personal bookmarks or internet favorites to a flash drive.
5. Files on I Drive or in OneDrive
    
   1. Check for files on your I drive or in OneDrive that the department might need. Copy them to another location such as the O drive.
   2. Copy personal files to a flash drive. If you are a student, copy your personal or school files to your H drive.
   3. Follow steps found in the article, how to save files to OneDrive for Business to obtain a copy of all of your OneDrive files.
6. Update Departmental Website
    
   1. Evaluate your departmental web site for references to you or your position. These should be updated once you leave so your email address is not listed as a contact for the department.
7. Personal Web Space
    
   1. If you have personal web space and are using it for departmental purposes, make arrangements to move the files to a different location.
   2. Copy any personal files to a flash drive. *
8. Hardware
    
   1. Turn in any university owned laptops, tablets, cell phones, etc.
   2. Supervisors should contact IT Services about getting PC's, tablets, etc. reformatted so the next recipient starts with a clean slate.
9. Listservs
    
   1. If you own or moderate any listservs, evaluate whether the list should be deleted, if ownership should be passed to someone else, etc.
10. Payroll Information
     
    1. Log into OnePurdue to print or save pay stubs, etc.
11. Voicemail
     
    1. Retrieve and delete any messages you have in your voicemail.
    2. Record a new greeting saying you are no longer with the university.
12. Qualtrics
     
    1. If you own any surveys that are used for your department, log in and transfer the survey to someone else.
13. O365 Groups/Teams/SharePoint​​​​​​​
    1. Departments, if you have any team spaces or sites, remove the former employee when they leave.
    2. If you own any team spaces or sites that are used for university purposes, transfer ownership to someone else.

* Not necessary for retirees who are keeping their account.
 

What Not to Do Before You Leave

1. Do not give your username and password to others to sign in with.
2. Do not delete university data from your email, network drives or other locations. Instead, transfer the data to an appropriate person in the department.

Still need help?  Click the 'Purdue IT Request' button to start a ticket.