As a supervisor or manager, it is important to consider technology-related matters when an employee is leaving the University. It is your responsibility to make sure that all University equipment is returned by the employee prior to their departure and to maintain continuity of the services and communications the departing employee provided. We recommend having a conversation with the employee in advance to coordinate the exit and avoid any lapse in access or service.

Exit checklist

Print this list and use it as a reference during your conversation with the employee:

  • Determine how the employee’s email should be handled after employment ends. The email can be shut down or forwarded to another address temporarily. The email account is disabled one day after the employment end date. If you need access to the email, notify it@lesley.edu in advance of the employee’s separation.
  • Determine whether an email auto-responder is necessary during the transition period. If so, provide the text you would like displayed.
  • If the departing employee is a member of any Exchange mail groups, contact the group owner to replace or remove the departing person’s account name. If the departing employee owns a group or is the only group member, request a change of ownership (from IT, not the employee).
  • If the departing employee manages a stand-alone department mailbox, obtain the password for the mailbox from the employee and delegate responsibility for checking the box.
  • Discuss with the employee where the important data on their computer resides, and move or copy this data if necessary.
  • If the departing employee receives any administrative database (Colleague) reports, inform IT so they can replace (or remove) the departing employee’s account name. This step is especially important because, in some cases, a report that fails delivery to one recipient will also fail delivery to other (active employee) recipients.
  • Obtain any needed passwords or access codes to third-party services.
  • Change passwords to any University-related accounts to which the former employee may still have access.
  • Arrange for the return of University-issued equipment and software, such as laptops, laptop bags, peripherals, and ergonomic items. If these items cannot be physically returned to campus, you can mail them back via FedEx. IT can provide information on how to mail the items back to campus.