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Preparing for Departure: Technology Considerations for Faculty & Staff Leaving Stout
Information regarding campus technology as you prepare for your upcoming departure.
As you prepare to leave Stout, we encourage you to meet with your IT consultant to discuss what you can do in advance to help in your transition. This would include a conversation about your email account as well as other technology-related items.
You WILL lose access to your university account following your effective departure date, unless you receive Emeriti status and follow the appropriate procedures. If you have circumstances that require an extension, talk with your IT consultant as soon as possible.
Computers and Devices
Assigned computers and mobile devices are required be returned to the issuing department prior to departure.
- Locate all assigned computer equipment; individuals can review currently assigned equipment by logging into the Technology Help Desk Self-Service Portal. Click on your name in the upper right-hand corner of the page and select My Profile. Assigned assets are listed below My Assets.
- Return computers and other technology assets to the department. Inventory admins should update the campus computer inventory by emailing reassignments to techdesk@uwstout.edu.
- iPads must be unassociated with user's iCloud accounts. (see Asset Management: Preparing to surplus or reassign an iPad or iPod
- Return authentication fob to the Help Desk located at 109 Sorensen Hall.
New policy and practice require LIT to delete your network and email account after your last day at UW-Stout. If you need extended access, talk with your IT consultant. Before your last day on campus, we recommend the following:
- Export your personal email contacts (see Outlook: Exporting and Importing Contacts).
- Notify contacts to use the new account.
- Forward personal emails that you need to save to a personal email account.
- Change any accounts such as banking, list-serves, or mailing lists to point to your personal account.
- Ensure that ownership of any distribution groups or calendars is reassigned. (see Outlook (Web App): Manage A Shared Email Group)
Emeriti
- If you anticipate receiving Emeriti status, please submit a help desk ticket and identify an alternative email address where you can be reached.
- You have the option of keeping your email address, but your account will be reset and the contents of your email (and OneDrive) will be deleted.
- Email accounts that are unused for 12 months are disabled and will not be re-enabled.
- Users are required to comply with UW-System policy which includes using 2-Step Authentication and completing annual security training. If users are not in compliance, accounts will be disabled and will not be re-enabled.
Files
IMPORTANT: All files saved on your computer's hard drive and in your OneDrive will no longer be available after your user account is removed. This includes files that are currently shared with other users.
- Confirm that any shared files in your One Drive have been moved to a Team or SharePoint Site to avoid data loss. (Any files in your OneDrive will be deleted, even if you have shared them with others)
- For additional assistance moving your files, please refer to Microsoft's article: Move files and folders between OneDrive and SharePoint.
- Back up any personal files that you may have to an external storage device or a personal online storage account.
- Institutional Data cannot be transferred
Microsoft
- Forms - Any forms/quizzes created in Microsoft Forms will be unrecoverable. All data collected by the form will be deleted. Please read this Microsoft Article regarding how to create a form in a group.
- Shared Outlook Calendars - If the creator of a Shared Calendar departs, the shared calendar will be unrecoverable.
- Power Automate - Any Power Automate flows created by a user will be unrecoverable.
- OneDrive - As mentioned under "Files" above, all files in a user's OneDrive will be unrecoverable.
- Power BI - Unless the content is created in a Power BI Group (PBI Groups) the content will be unrecoverable.
- SharePoint - If you are an owner of a SharePoint site, you should be sure to add a new owner for that site.
- Teams - If you are the owner of a Microsoft Team, you should be sure to add a new owner for that site.
Other
- Request as necessary removal of access to StoutFS, ImageNow, PeopleSoft/Access Stout, or other campus resources via self-service ticket
- Notify your IT consultant if you have requested software in the past so that we can update the contact information in our software database. If you were the requestor, funding approver, etc., please identify who the renewals should be reassigned to.
- Please contact your IT consultant to discuss what needs to be completed in your transition. They can also assist you to ensure that these items are complete.
- A reminder that you WILL lose access to your account following your departure, unless you receive Emeriti status and follow the appropriate procedures. Talk with your IT consultant if you need more time to access your account past your departure date.