Technology Off-Boarding Guide
Voluntary Retirement Program
As part of Brandeis University’s Voluntary Retirement Program, Information Technology Services (ITS) is committed to supporting a smooth and respectful transition from University technology systems and resources. This guide outlines what to expect and the actions you should take before your last day of employment.
We strongly encourage beginning this process as early as possible to ensure continuity for your department and to avoid loss of access to systems or data.
Please refer to the information below for guidance on how to effectively manage transitions.
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Your @brandeis.edu email account will be deactivated immediately after your separation date.
Any request for access to email or email content after separation is governed by the University’s Access to Digital Content Policy.
If you have used your Brandeis email address for personal or non-University services, you must update those services to a personal email address before your last day.
Once your Brandeis account is deactivated, you may
permanently lose access to services tied to that address.
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All data stored in University systems is subject to University policies. Careful planning with your department is essential.
Before your departure, you must work with your manager or department leadership to determine:
- What data should remain with the University
- What data should be transferred to another Brandeis employee
- What data should be moved into shared locations (for example, shared Google Drive folders)
This applies to all University storage locations.
Before separation:
With your permission, ITS can assist in transferring file ownership or adjusting permissions to support continuity for your department.
After separation:
Any changes to file ownership, permissions, or access are governed by the University’s Access to Digital Content Policy and require appropriate authorization
Files stored locally on University-owned computers will not be accessible after equipment is returned.
Personal files you wish to retain must be removed prior to return.
University business data must remain on University systems and should not be copied to personal devices or accounts.
Work with your manager to determine where files should be transferred.
Files stored on departmental shared drives are University records.
Do not delete or remove shared files without direction from your manager.
Ensure that University business files are clearly organized and accessible to appropriate colleagues prior to departure.
Access to Brandeis Google Workspace ends after separation.
Prior to departure, work with your manager to:
- Transfer ownership of files where appropriate
- Move files into shared Google folders to ensure departmental access
- Personal files should be removed prior to your last day.
Refer to the Google Workspace Moodle Community for related training materials.
Content stored in Box under your Brandeis account is University-owned.
Coordinate with your manager to ensure appropriate access and continuity for University business content.
Personal files should be removed prior to departure.
For more information and training materials regarding Box please refer to this link.
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Some materials created during your employment may be considered University records and subject to retention or archival requirements. Please see the Brandeis Records Retention Schedule for more information.
If you believe you manage materials that may have long-term administrative, legal, or historical value:
University records should not be deleted or removed without authorization.
In addition to University records, the University Archives collects the teaching and research materials of some Brandeis faculty. Departing faculty may wish to contact the University Archives to discuss the possibility of donating their materials.
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All University-issued equipment must be returned on or before your last day of employment, unless otherwise directed.
Before returning Equipment:
- Back up any personal files you intend to keep.
- Sign out of personal accounts (e.g., Apple ID, personal Google accounts).
- Do not wipe, reimage, or reconfigure devices unless instructed by ITS.
ITS will securely remove University data and prepare equipment for reuse as part of the standard off-boarding process.
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When will my Brandeis credentials be deactivated?
Typically, your Brandeis credentials will be deactivated the day after your date of separation.
Can I forward my personal emails from my Brandeis account to my personal account?
Yes, but please make sure to update your personal accounts like:
- Financial and banking services
- Medical, insurance, or benefits portals
- Personal subscriptions and mailing lists
- Personal cloud storage or photo services
- Retail, travel, or loyalty accounts
To your personal email account as soon as possible.
How do I transfer ownership of my Google Drive files?
All University-related files must be moved from your personal My Drive to a Google Shared Drive or transferred to your supervisor. For more information and trainings on how to create a shared drive, please refer to the Moodle Community Google Workspace page.
How should I handle sensitive or confidential data?
You are required to remove all institutional data (including confidential or sensitive information) from any personal computers, phones, or external storage devices before your last day. If you have any specific questions regarding data, contact University Records Management.
Getting Assistance:
For questions contact the ITS Service Desk:
help@brandeis.edu
781-736-HELP (4357)