IT checklist for staff leavers

Your Essex account will be closed the day after your contract ends, and you will lose access to your account, email, documents, and resources. Once closed, the account cannot be restored.

To help your team transition smoothly, please complete the checklist. If you can't finish any tasks, talk to your line manager for assistance.

1. Accounts, email and calendar

• Forward important emails that may be needed once you go to a colleague or your manager or save them to your team's shared Box folder.
• Update personal accounts that use your Essex email to your personal email to avoid being locked out.
• Check your calendar for recurring meetings you've set up. Cancel them yourself to allow others to reschedule.

2. Data and file management

Before you leave, it’s important to make sure all relevant documents are properly shared and accessible. If you haven't done so, your manager may request access to them after your departure. 

• Move documents that your team or manager may need to your team's shared Box folder. If you're unsure where to save them, ask your manager.

• Backup personal documents or files from your University email and storage accounts.
• Delete personal information from University devices and storage.
• Transfer ownership of any ongoing projects, emails, shared documents, or Qualtrics surveys to relevant colleagues.
• Assign new group owners to any delegated groups  you currently own exclusively.

3. Software and licenses

• Uninstall University-licensed software from your personal devices. You don't need to uninstall Microsoft 365, but your Essex Microsoft 365 subscription will expire. You’ll still be able to view documents, but editing capabilities will be disabled. To continue using Microsoft 365, you’ll need to purchase a personal subscription.

4. Academic resources

Should you apply for and be granted an honorary academic title, your account will remain open.

• Exams. If you leave before exams are complete, ensure that there is someone that can answer questions about the exam paper prior and during the exams, that an alternative is identified to collect the exams scripts from the exams Office and that there is an alternative for marking of the exams.
• Moodle courses. Ensure that your Moodle courses have at least one other person that can edit the Module.
• If you have access to research data or platforms like Qualtrics, which are needed for ongoing projects at Essex, should ensure that Essex co-investigators have the necessary access before they leave. For any questions, they can contact REO Research Governance at reo-governance@essex.ac.uk for support.

5. Devices and equipment

• All University issued-issued devices (laptops, desktops, phones, tablets, keyboards, mice, headsets. etc.) must be returned and in good condition.
• Failure to return DITS-issued equipment on time may delay the process and result in your department being charged the full replacement cost.

How to return your equipment

6. Unit 4 finance system

Your Faculty/Service Accountant will decide on an alternative workflow owner to reallocate any outstanding Unit 4 expense claims, requisitions, Purchase Orders or request to recruit forms. Please contact them directly if there is a specific workflow owner these tasks should be allocated to.