Faculty and Staff Separation Checklist

Overview

In preparation for leaving the University of Richmond it is recommended that you review the below checklist. Completion of these items will make the transition easier for you and your department. Please be aware that reviewing emails and files and saving personal information may take a while to complete, so we recommend to start the process well before your last day.

Details

Email:

• Alumni: If you are an alumni and previously had a Gmail account prior to employment, you will be able to switch back over to the Gmail account from Exchange. If you did not have a Gmail account prior to employment, you can set up email forwarding to a personal email address through https://wwws.richmond.edu/alumni
• Retirees: A new (empty) Gmail account will be provided for you to use. The address for this account is the same as your employee richmond.edu email address. To avoid potential data compliance and security issues, email messages and files received during your tenure as a UR employee will not be copied to your new Google email account

Forward or export emails:

• PC:
  • Personal emails can be forwarded to a personal email account or exported to a .pst file if you wish to save those emails
  • Work related emails can be forwarded to another UR employee or exported to a .pst file, as directed by your supervisor
• Mac:
  • Personal emails can be forwarded to a personal email account or exported to a .olm file if you wish to save those emails
  • Work related emails can be forwarded to another UR employee or exported to a .olm file, as directed by your supervisor
  • Note: Exported .olm files can only be opened in Outlook for Mac

If requested by your department, a temporary autoreply message can be set on your email address to notify people that you are no longer with UR and who they should contact. This can be requested by sending an email to helpdesk@richmond.edu with the autoreply text. The autoreply will be set for 2 weeks after the account expires

Notify UR vendors and colleagues of new department contact information

If you manage a mailing list, submit the Mailing List Change of Manager form

You may wish to notify UR vendors, colleagues, and/or friends of changes to your new contact information and retired status

Computer, Cell phone, and other Assets

• Retirees: Upon retirement, faculty and staff have the option to purchase their current primary system

Laptops, iPads, computer bags and accessories, including any loaner devices, should be brought to the Help Desk, located in Jepson Hall G-24, to be turned into the IS Procurement Coordinator, Stephanie Charles. Desktop computers can be left in your office. Contact the IS Procurement Coordinator (Stephanie Charles - scharles@richmond.edu) to verify your office electronic assets.​​​​​​

Notify the Telecom Office (ext. 6500, telecom@richmond.edu) to terminate any University owned cell phone or other device contract and return the item to the Telecom Office in Jepson G-20

Return all checked out books, media, or other items to the Library

Work and Personal Files

Remove personal files from your computer and from Box. If you have personal content you wish to preserve, please do so prior to your separation date

• Note: To avoid potential data compliance and security issues, work-related email messages and files received during your tenure as a UR employee should not be copied to personal accounts

Save work-related files to a department Box folder or an external drive, as recommended by your supervisor

In Box, if you are the ‘owner’ of any work related files, either move them to a department Box folder, or change ownership to a colleague, as recommended by your supervisor. Neglecting to change ownership of a Box folder you own and share with colleagues will result in your colleagues losing access to that folder when your account expires

If you were using webfiles for a personal webpage, make sure you save the data from your webfiles folder