Please note: This information contains advice from an IT standpoint. Please also see the HR Staff Leavers Checklist for general leaving information.

For staff member to complete:

1. Backup your data

Below are some things you will use access to when leaving the university. With this in mind you should think about what actions to take to preserve your personal data with plenty of time before your leaving date.

  • Your staff Google Account i.e Google Mail/Drive/Photos/Maps/Calendar
  • N Drive
  • Access to university devices

When your University account has been closed and devices returned, the files held within will no longer be accessible to you - both professional and private. You must ensure that anything you want to keep, or want others your colleagues have access to, is copied to an accessible location.

Your files will likely be in the following places. Click to expand each section for options on how to back up data from these sources:

Your University owned devices such as your laptop, PC or phone. When these devices are returned the storage will be wiped with no option for recovery.

We suggest you transfer data to one or more of the following places:

  • Upload to personal Cloud storage e.g. a google drive or One drive
  • Transfer them to a colleague via USB devices or email
  • Copy data to an external harddrive or memory stick
  • Make copies of important business files

We suggest you transfer data to one or more of the following places:

  • Copy files to a personal device by connecting to your N drive
  • Upload to Cloud storage e.g. a personal google drive or One drive
  • Transfer them to a colleague via USB devices or email
  • Copy data to an external harddrive or memory stick
  • Make copies of important business files on the K drive for colleagues to access.

 

Please note: Files on the K drive will not be lost.

 

You can download the entirety of your Google Drive (and other account data) as Zip files using Google Takeout. Depending on the size of your drive this may take a few hours to be ready to download. When your files are ready, you'll get an email with a download link. You'll have one week to download your files.

If there are files that you have shared with others they will also lose access when your account is closed. Any files that are necessary to their jobs should be copied to their account or have the ownership transferred to them directly. You can also add the files to a shared drive.

How to transfer ownership of a file in Google Drive

Gmail Inbox

Simply forward all important business emails in your inbox to the necessary people.

You can download The entirety of your Google email inbox as an MBOX file using Google Takeout. Depending on the size of your inbox this may take a few hours to be ready to download. When your file is ready, you'll get an email with a download link. You'll have one week to download your file.

Please note: In order to import these emails to another account you will need to use a a third party process which the service desk are unable to help with.

2. Return your Devices

Laptops, phones and tablets are to be handed in to your manager on your leaving date

3. Return your University card

University cards are to be handed in to your manager on your leaving date

4. Notifying others

Not essential, but you can easily notify colleagues of your leaving date ahead of time by providing information and/or alternative contact details set as an automatic email reply.

For Manager to complete on leaving date:

  • Confirm that ownership of all business files has been transferred to the appropriate colleague(s) or placed in an appropriate team drive.
  • Confirm that all important business emails have been forwarded to the appropriate colleague(s).
  • Obtain all leaver's University equipment (laptops, phones, tablets etc.)
  • Obtain leaver's staff/university card.
  • Complete the Staff Leavers form to request computer account closure

    Staff Leavers form