Staff or faculty, before you leave the University, please review this IT checklist. If you need assistance with any of these items, please submit an ITS Service Request to Penn State Harrisburg ITS.

Penn State Accounts

Computer Hardware and Accessories

  • Return all University-purchased computer hardware and accessories to your unit (or leave in your office space).
    Examples: desktop PC, laptops, mobile devices (e.g. Surface, 2-in-1s, etc.), monitors, personal printers, and other peripherals.
  • If you don't have a designated office space on-campus, please return the equipment to your unit (for ITS to pick up).
  • ITS will prep the returned equipment for its next use on campus.

Communication

Email

  • Create an automatic reply message in regards to your changed status with the University.  It's also helpful to include contact information of someone else in your unit who might be able to assist after you leave.
  • Forward any email messages that you would like someone else to have.
  • If you have a large number of email messages that you would like to transfer to one or more employees, please submit an ITS Service Request. ITS can assist you with sharing a specific mailbox with others so that they have access to that mail.

Listservs/Email Aliases

  • Remove yourself as a subscriber from any listservs (as appropriate).
  • If you are a listserv owner, make sure that there are at least two other owners (not including yourself).
  • After ensuring that there are 2 other owners, remove yourself as a listserv owner.

Phones

  • Employees: Please modify your voicemail message to explain that you are departing from the University (adding a date is recommended) and explain in your message who should be contacted instead.
  • Managers/Supervisors: on the employee's last day, ensure that their phone number is forwarded to someone in your department.

Shared Mailboxes/Email Aliases

  • Submit an ITS Service Request or contact the owner to request that you be removed as a member of the shared mailbox. Be sure to include the name of the shared mailbox/email alias.
  • There may be specific email messages that would be helpful if they were shared with others prior to your departure (for example, messages that might be helpful for the new employee in terms of continuity for a project, etc.). It's suggested that your supervisor request a shared mailbox ASAP so that these messages can be copied or moved to the shared mailbox.  Refer to the instructions for shared mailboxes, below.
Outlook Shared Mailbox Instructions681.74 KB

Office 365 Groups

Personal Files

  • Transfer any personal files to another media, such as a USB thumb drive.

OneDrive Files

If you have folders/files in OneDrive that you would like to transfer to another person (e.g., a new hire), you will need to transfer the shared files to a Team. Refer to the OneDrive section under "Shared Files" for more information.

Shared Files

OneDrive

  • If you share files from OneDrive, you will need to transfer the shared files to a Team or SharePoint site; once you leave the University, no one can access your OneDrive files that you had shared with them. Consult with your unit to see if the files should be transferred to an existing or a new unit Team or SharePoint site. As a best practice, Teams and SharePoint sites should have at least 2 owners.

Teams or SharePoint

  • If you are an owner of a Team or a SharePoint site, ensure that there are at least 2 other owners before removing yourself as an owner.

Stream

  • If you share videos from Stream and it's not configured for multiple owners, you will need to transfer the videos to a Team. Once you leave the University, no one can access your videos in Stream unless it was set up with multiple owners.

Web Sites and Social Media

Sites @ Penn State

  • If you are an admin or owner of a college- or unit-affiliated website on the Sites @ Penn State platform (or similar), ask your unit director to determine who should be assigned to this role in your place. Best practice is for at least 2 owners or admins. 
  • See instructions on adding new users in the support site. The new admin should remove you from the Users list once they have gained access.

Social Media

If you are an admin or owner of a college- or unit-affiliated social media channel (e.g., Facebook, Instagram, etc.), ask your unit director to determine who should be assigned to this role in your place. Best practice is for at least 2 owners or admins, per channel. Follow each platform's process for adding new owners and removing your access.

Web Forms

Contact Person

  • If you are the contact person for a web form, notify your unit head so that another person may be assigned. 
  • If Marketing and Communications created the form, the unit should use the Web Projects or Updates form to provide the name of the new contact.

Ownership

  • For Office 365 Forms: If you are an owner of a form, ensure that there are at least 1 or 2 other owners of the form prior to leaving the University. This will allow continuity for editing the form and retrieving form data. This may be accomplished by moving your form to a group.
  • For Qualtrics Forms: If you are an owner of a form, prior to leaving the University, contact [email protected] to transfer ownership to another employee. The transfer of ownership requires approval from the new owner as well. This will allow continuity for editing the form and retrieving form data. 
    • Also, your Qualtrics account is not deleted by the University. Instead, it is reset to a trial account.  Any surveys that remain in this account will become inactive.

Email Notifications

  • For Office 365 Forms: If you receive email notifications, notify the form owner to remove you as a recipient.
  • For Qualtrics Forms: If you receive email notifications, notify the form owner to remove you as a recipient.
  • For Webforms (on the Penn State Harrisburg site): If you receive email notifications from a webform, use the Web Projects or Updates form to request the removal of your email address from the form and provide the name and email address of the new contact. Or, if an email alias is used, contact the person responsible for the alias so that you can be removed and the new contact can be added.