When a staff member leaves the department, there are a number of computer-related matters to be cleaned up. This procedure is intended as a guide to be followed by the departing staff member and his or her supervisor. (For the purposes of this document, student workers are also staff.)
Limits: This procedure is designed for staff members supported by the EECS Administrative Computing Group (ACG). If you work in a different group or department, this information may or may not apply to you.
While a staff member is employed at the University, e-mail messages and mailboxes are protected by the University Electronic Communications Policy and can not be turned over to anyone, including a supervisor, without the explicit consent (which we require in writing) of the owner. However, this policy suggests that this protection no longer applies in the event of an emergency after someone has left University employment.
Employees need to be aware that all files, including mail, on University-owned computers will be disposed of after they leave their position. Because of this, we strongly urge departing employees to review all files and mailboxes before leaving and remove all work and non-work-related material that they would like to keep.
ACG policy is to close computer accounts at the time that a staff member leaves. Before they leave, supervisors should confirm that the departing staff member has reviewed their files and moved anything that should be kept to a shared drive. The departing staff member can work with ACG to get needed files moved out of the user's home directory in advance of their departure. It is much easier to copy needed files before someone leaves; it might not even be possible after they're gone. Files in Google Drive will be removed when the owner leaves campus. Staff who own Google Drive files needed for departmental operations or records should transfer ownership of those files to another departmental staff member before leaving. The same is true for Box.com files and folders.
EECS employees and supervisors should know the IRIS account policies (especially the paragraph about user privacy) and backup/recovery policy. We use IRIS services for home directories and login accounts, so we operate within the constraints of their policies. Specifically, if a supervisor needs access to a staff member's files after they leave, the supervisor needs to have a signed paper consent letter from the staff member.
If IDSG is notified of the employee's departure by the 15th of the month, the account will close at the end of that month. If IDSG is notified after the 15th, the account will close at the end of the following month. When an employee's account is closed, the files in their home directory (the H: drive) will be removed.
Departing staff should organize work-related computer files and place them in the appropriate folder(s) on the
so they can be accessed after the staff member has left.
Staff have a 90 day grace period before their bConnected files (Google drive, bCal, etc.) are removed. Remember to place copies of these files in the Chair share where others can access them.
Departing staff can copy any personal files onto a usb key/cd/zip disk. If you have any questions about how to copy personal files, or handle computer accounts and files when someone leaves a job, please feel free to contact ACG.
Any mail forwarding must be set up by the staff member, not the supervisor, before the staff member leaves. Likewise, any vacation message must be set up by the staff member before leaving; ACG cannot set up vacation messages on staff accounts.
NOTE: CalMail accounts are available to retired UC Berkeley staff. See the Cal Retirement Center Network CalMail Application.
To set up mail forwarding, go the the CalMail web interface:
- Click on "Manage Your Account" in the green box at the top-left-side of the page.
- Select your @eecs.berkeley.edu account
- On the Account Information page, click on "Forwarding" in the blue box at the top- left-side of the page.
- Add your forwarding address, select "Forward my mail without saving a copy" and then the "Update" button.
If you elect to keep copies of your incoming messages on the CalMail server: after the official exit, log into CalMail about once a week to delete all messages. CalMail has a quota so it is important to make sure that the quota is not maxed out or your forwarding will be stopped. CalMail will forward mail for approximately 3 months after employment end date.
Vacation (Departure Notification) Message
Upon the official exit, set up a vacation message via the CalMail web interface. It will be sent as an auto-reply to all incoming emails. The message should contain information to the effect that you no longer work in that position, and it should include the contact information of someone who can help. An EECS vacation message on the CalMail server will remain active for up to 6 months after the user departs.
Transferring Email Files and Folders
If the employee would like to transfer mail files to their group, see: Leaving and Retrieving Email on a Shared Drive.
If the user is staying on campus and would like to transfer mail from their EECS account to their campus CalMail account, they should create a new account in their local Thunderbird profile for their berkeley.edu mail:
- Pull down the Tools menu and select Account Settings...
- At the bottom of the left-side column, click the Add Mail Account... button
- In the Mail Account Setup dialog box, type in a name to distinguish the account (like "maggie berkeley") and your full CalMail address.
- Skip the "Password" field. and uncheck the box to remember the password. Click "Continue"
- Wait while the configuration is found then click "Create Account". Click "OK" in the Account Settings window.
- Once the account appears in the left-side pane, you can drag email files and folders from your EECS account into it.
(reorganized by MLC may-2012)
Wednesday, 16-Jan-2013 11:18:20 PST