Leaving Bates? Here's What You Need to Know Before You Go

As your employee prepares to leave Bates College, please begin by contacting Human Resources, as they initiate the majority of the automated offboarding process. Then, review the following information with your employee to ensure a smooth transition for them, your department, and colleagues who may need access to resources they previously managed.

This article outlines the steps your employee should take before their final day to manage their digital assets, communications, and data. If your employee would like to meet with a team member from the IT Service Desk for assistance, don't hesitate to reach out to the IT Service Desk.

Email and Communication

• Email Access Ends on the Last Day of Employment
• Forward Important Messages
  • Review your Bates email for any important messages that need to be saved or forwarded to others in your department.
• Set a Vacation Responder
  • Create an out-of-office vacation message in your Gmail account. Include your departure date and the name and contact information of the colleague who will be handling your responsibilities.
    • Your Vacation Responder/Out-of-Office message will be enabled for 182 days (6 months).
    • If you choose not to enable a Vacation Responder/Out-of-Office message, any email message sent to your account will be accepted, but the sender will receive no notification about your departure.
  • Suggested format: Thank you for your message. I am no longer with Bates College as of [Last Day]. For assistance, please contact [Colleague’s Name] at [email address] or call the department at [phone number].
• Save Important Contacts
  • If needed, export important contacts from your Bates Google Contacts for personal reference.
• Personal Accounts using your Bates email address
  • Be sure to update any accounts outside of Bates (e.g., banking, subscriptions) that use your Bates email address.

Google Drive and Shared Files

• Transfer Ownership of Files
  • Reassign ownership of any important Google Docs, Sheets, Slides, or Forms to a colleague or to a departmental Shared Drive.
  • Ownership must be transferred before your Bates account is deleted.
• Use Shared Drives
  • If your department uses Shared Drives, move appropriate files from your My Drive to the Shared Drive so your team can continue to access them.
  • Only users with access to the Shared Drive will be able to access these files after you leave.
• Reassign Calendar Events
  • Review your Google Calendar for meetings or events you have organized.
  • Reassign ownership or invite another colleague as host to prevent disruptions for others.
  • If applicable, cancel events that will no longer occur or that no longer require your attendance.

Warning: If you do not change ownership of the files or documents you own or place them in a Shared Drive, access to those files and documents will be lost once your account is deleted.

Hardware, Data, and Duo Mobile

• Return College Equipment
  • On the day of your departure, please leave all of your technology at your office desk; a member of the IT Service Desk will pick it up after you leave. This includes:
    • Laptop and charger
    • External monitors
    • Keyboard and mouse
    • Any equipment used for work purposes at home
    • Any other technology devices provided to you
  • On the first business day after you leave, Information and Library Services will collect all equipment from your desk/work space, including computers, monitors, docking stations, tablets, keyboard, mouse, etc.
• Personal Files
  • Remove any personal documents, photos, music, or videos from your Bates-issued computer and from your Google Drive account.
• No Need to Delete Files or Applications
  • There is no need to delete files from your computer.
  • Your Bates-issued computer will be securely erased after your departure.
• Delete Bates College from Your Duo App
  • Delete the Bates College Duo account from the Duo Mobile App.
  • Delete the app from your device if you no longer use Duo Mobile.
  • If you were assigned a Duo Fob, please leave it with your computer on your departure day.
• Browser Bookmarks and Passwords
  • Export any personal browser bookmarks or passwords stored on your computer that you wish to keep.

Other Important Notes

• Voicemail and Zoom Phone
  • Record a voicemail greeting with your departure date and a referral to your replacement or department contact.
• Remote Employees
  • If you are a remote employee, part of your assignment on the last day is to ship your work laptop and any other equipment back to Information and Library Services, 110 Russell St., Lewiston, ME 04240, and email helpdesk@bates.edu to let them know you have done so.
  •  Information and Library Services will then remotely wipe the laptop after your final day of employment.
  • Remote employees are not permitted to hold onto their laptops and peripherals until they return to campus at a future date. 

Note: If you are out of state on your last day of employment with Bates College, please remember that you are still responsible for returning your laptop and any other equipment provided to you.

Checklist 

If you have questions or need assistance with any of these tasks, please don't hesitate to contact the IT Service Desk:

• Phone: (207) 786-8222
• Email: helpdesk@bates.edu
• Location: Ladd Library, Main Floor (follow the signs for the IT Service Desk)
• Submit a ticket: www.bates.edu/helpdesk