LITS guide for departing faculty and staff

Overview

Use this guide to help prepare yourself as you leave MHC. This article covers information you should know and steps you should take prior to your departure with regards to your MHC Account, file ownership, and College-provided equipment. 

In this article

• Understand how your MHC Account access will change
• Manage your Google Calendar before departure
• Transfer Google Group ownership
• Review file storage locations
• Return LITS equipment and materials

 Understand how your MHC Account access will change 

As a general rule, employees no longer have access to their MHC Accounts once they leave employment at the College. To get specifics for your role, please review the relevant knowledge article:

• MHC Accounts for faculty
• MHC Accounts for staff
• MHC Accounts for contingent workers

 Manage your Google Calendar before departure

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 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

 Transfer Google Group ownership

If you are an owner of an MHC Google Group(s) that will continue to be used, 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.

 Review file storage locations

Make sure your colleagues retain access to important shared files you created

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. 

• Files that live in your MHC Google “My Drive” that your colleagues will continue to need 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 the College's Data Handling Procedures or contact the LITS Technology Help Desk. 

• Files already in Google Shared Drives or in MHCDrive do not need to be moved.

Saving your MHC Google account data

• Faculty and staff are NOT permitted to use Google Takeout or Google Transfer to bulk download/transfer files from their MHC Google accounts. This violates the College's Data Handling Procedures. 
  • Faculty who have personal academic research materials are authorized to manually download and save their own work, but Google Takeout and Google Transfer are not authorized in order to enforce FERPA requirements. 
  • Staff data is considered the property of the College.

Return LITS Equipment and materials

 Computers

Per the College's Acceptable Use of Information Technology policy, all departing employee's primary and extra computer(s) MUST immediately be returned to LITS at the end of their employment. At the request of a Department Head, LITS can provide the files from the computer.

Computers and related equipment purchased with grant funding (and any College funding) always remain the property of the College and must be returned to LITS when the employee they were assigned to departs.

In special circumstances, LITS may allow up to 30 days for the return of any equipment (such as remote employees or hybrid use). After that time, LITS may use available tools to lock, wipe, and/or remove MHC-licensed software while awaiting return.

 Library materials 

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

 Media equipment 

Return all borrowed media equipment to Media Services.