Technology to Do List for Retiring Employees

Congratulations on your retirement from the NCCES. We thank you for your service. Prior to your retirement there are several tasks related to different technological aspects you’ve worked with during your time with extension.

Several weeks before you retire you should start working through the following check list. If you have any questions or need help, contact your Information Management Agent or the CES Help Desk.

1. Decide if you would like to retain your NC State University email account.

If you answered yes, you will need to:

Request a retiree NCSU email account (this is not mandatory). University policy allows retirees to retain their Unity accounts. This policy is detailed at https://oit.ncsu.edu/campus-it/rules-and-regulations/rules-regulations-for-employee-it-use/computing-account-procedures-for-faculty-staff-and-guests/

The procedure:

a. Employee sends an email to the District Administrative Associate (DAA) in their District Director’s office requesting to retain their email account upon retirement.

b. The DAA sends the CPH05 form to the employee for them to have the County Extension Director (CED) complete, sign, and mail to the DAA. The DAA has access to this form via the CALS Personnel Rep link (http://harvest.cals.ncsu.edu/index.cfm?showpage=176).

c. After the DAA has received the email request from the employee and the signed CPH05 form has been returned, the DAA will then enter your information in the HR system.

d. The retired employee will be reclassified in the PeopleSoft HR system to a Retired No Pay employee after all of the employee’s termination actions have been entered by Payroll and the leave payout has occurred. Normally this process is completed the month after the employee retires. For example: Employee retires 6/1/08, payout will occur in 6/30 paycheck, employee put in HR system 7/1 as Retired No Pay.

If you answered no, you will need to know that your email address may be shut down immediately after your retirement date. After this time you will NO longer be able to send or receive email through your university email address.

2. Retire your eXtension account. To do this:

  • Log in to https://people.extension.org/
  • Click on your name at the upper right corner and select “My Profile”.
  • Click on “Edit Profile”.
  • Click on the “Retire my account” button.

Among other things, this will remove you from the Ask an Expert system and questions will no longer be assigned to you. If you are the only one in your office set to have questions auto-routed for a widget, please make sure someone else accepts that responsibility and joins the Ask an Expert group.

The following step should be discussed with your County Extension Director so that they may know the status of your files:

3. Transfer Your Work Related Computer Files to Someone Else in the Office

When an employee leaves their position within North Carolina State University, it is typical for some of their work-related files to be transferred to someone else in the office. In the past it was necessary to have a letter from the departing employee granting permission to move their files. This is no longer the case. According to the David Drooz, the campus attorney who specializes in computer-related issues, all files are “open” to the public.

Recommendations

  • Employees should not put anything on the computer that they do not want someone to have access to.
  • If employees do store files containing personal information, then they should create a separate directory named “Private” or something similar for storing those files. That would allow the employee to remove the files easily when they leave. The directory name used must clearly indicate the private nature of the files, so there is no question about whether or not the directory should be transferred to someone else.

If you or an employee in your office is leaving and has further questions about this policy, please contact the CES Helpdesk.

The final step should be done by your county computer contact once you have reached your retirement date:

3. a. Share Mailing Lists

  • If you have mailing groups in your email client that will need to be shared with your replacement, export it and send it to whoever will be using it or the CED or your support specialist.
  • If you manage any MajorDomo mailing lists, give the password to your replacement, CED or support specialist so they can manage the list until your replacement is hired. From the List Owner Interface update the access_rules, owners and moderators if applicable.

4. Removing User Accounts

Before removing a user account

Employees leaving for any reason may wish to transfer their files to someone else or take the files with them to another county center office.

Before leaving, if they are on an NCCE EIT supported Mac, the departing employee or their supervisor should request via e-mail to ces_help@ncsu.edu for the files to be transferred to another employee’s account. Then when a replacement is hired, they should contact EIT to transfer the files to the new employee. Ideally, although rarely, the name of the replacement is known and an account can be created and all the leaving employee’s files transferred to the new employee’s account.

If the employee is transferring to another county extension center,  they should request that Extension Information Technology to transfer their files to their account at the new site. Again, this only applies to users on an NCCE EIT supported Mac.

Once an employee is no longer employed by North Carolina State University, or the Cooperative Extension Service, then their account must be removed using the following method.

To remove an account from the system:

The County Computer Contact should fill out the Delete User Form.

5. The employee should update their title in the NCSU Campus Directory listing, to indicate they are retired. This helps alleviate confusion that might be caused due to in the delay of removing them from the system.

The employee should also change their information in the NCSU Campus Directory, removing their working title, work phone number(s), work fax number, and under additional information, please insert the word retired.

6. Move/transfer ownership of any Google Calendars and Google Docs to appropriate people

7. Update Local Foods contact person

If the person leaving is the Local Foods contact person for a county, please refer to Roles and Responsibilities Local Food Coordinators.

To see who is the contact person for your county, go to the Local Foods page for your county website (e.g. http://COUNTYNAME.ces.ncsu.edu/categories/agriculture-food/local-foods/)

8. Employee Separation Clearance Checklist

9. System Access Checklist

Written By

Photo of Scott ByrdScott ByrdTechnology Support Analyst (919) 515-2983 (Office) scott_a_byrd@ncsu.eduExtension Information Technology - NC State University
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