Technology guidelines for departing faculty and staff

Overview

Use this guide to help prepare yourself as you leave MHC. This article covers things to do prior to departing related to your MHC account, files, and equipment that the College has provided. W2's are mailed at the end of January. It is mailed to the address that HR has on file. HR will resend a copy if you call them at 413-538-2503.

Google Account Access (Email, Drive, Calendar)

Please find information about Google account access for departing faculty, staff, and affiliates in the "Account Life-cycle" sections of the following knowledge articles:

• MHC Accounts for faculty
• MHC Accounts for staff
• MHC Accounts for affiliates

Google Calendar Management

Transfer ownership of an entire Google calendar

If you manage Google calendar(s) that other MHC community members will continue to need after you leave, add ownership of the calendar(s) to an appropriate colleague. Once you’ve added the appropriate owners, unsubscribe from the calendar. This will effectively transfer ownership to them.

Considerations: 

• You cannot transfer ownership of your primary Google Calendar to anyone.
• You cannot transfer ownership of any calendar to someone who doesn’t have a mtholyoke.edu email account.

Transfer Ownership of Individual/Recurring Calendar Events

If you’re the owner of an individual or recurring calendar event that will continue after you depart the College, you can follow these instructions for transferring ownership of that event. Note that the new owner needs to accept the transfer of ownership of the event by clicking a link in an automatic email. Until they accept, you’re still the owner.

Google Groups

If a departing employee is an owner of an MHC Google Group(s) that needs to remain, transfer ownership of the Google Group(s) to an appropriate colleague.

Not sure if you’re an owner of an MHC Google Group? See all the groups you own.

File Storage

Any files that your colleagues will need to use after your departure should be saved in a location they can access before your last day at the College. 

Where should I relocate my files?

• Files that live in your Google “My Drive” but should remain accessible to your colleagues after your last day should be moved into a Google Shared Drive that includes the appropriate colleagues. Files in Google Shared Drives will remain accessible to everyone who has access to that Shared Drive after you leave.
  • If an appropriate Shared Drive doesn’t exist, please discuss with your supervisor before creating a new Shared Drive .
  • Files on your computer’s hard drive should either be added to a Google Shared Drive or saved in shared folders in MHCDrive depending on the type of information they contain. If you need help figuring out where to store your files, review our file storage guidelines or contact the LITS Technology Help Desk. 
• Files already in Google Shared Drives or in MHCDrive do not need to be moved.
• Reviewing the College Data Classification Policy may be helpful as you plan for your departure.

Transfer Personal Google Account Data to a Different Account

• If you want to export the data in your MHC account to a different Google account, you can do so for free using Google Takeout Transfer. 
• You can also use a paid service like Vault Me. 
• The Technology Help Desk is able to provide advice and limited support for account data transfers.

LITS Equipment and materials

Tech equipment assigned to you

All departing employees must turn their laptop or desktop computer in at the end of their employment. Equipment should be returned to the LITS Help Desk. At the request of a Department Head LITS can provide the files from the computer. Holding on to computers for the next employee does not always make sense. In some departments all employees have the same computers, but in most cases a new employee will get a new computer.

Retiring employees should review the retiree computer buyback policy to help them decide whether to purchase or return their College-owned computer.

You will be billed for any un-returned equipment, at the depreciated cost (plus sales tax).

Library materials & loans from Media Services

Return all library materials to the Circulation Desk or the 24 hour drop box outside the main entrance facing Clapp.