What do I need to do if I’m intending to leave the University?

Once you are aware of your leave date when departing your role at the University, you must return all your IT Equipment to your line manager, who will in turn arrange for this to be collected by the IT Service. This includes all devices issued to you by the University including mobile phones and tablets.

All devices must be returned with everything they were issued with including power supplies, cables and cases.

Note: You must ensure you remove and unlink any online services such as banking, social media or any other personal service from a University issued mobile phone before returning it to us.

We recommend of taking particular care to check and ensure that your University mobile phone is not the primary method of authentication for any online services you intend to continue using after your leave date and that logins to these services are transferred to other devices/authentication mechanisms before you leave.

The University takes no responsibility for loss of access to any services you have setup using the device once it is returned.

You should ensure that you transfer any files that may be required for you in the future employment such as payslips, P40, P60 etc to file storage outside of the University.

These will only remain accessible from the University HR system for 90 days after your leave date.

On your last day you should set an out of office message on your email account advising that you have left the University. Consider adding an alternative point of contact that will be displayed until your account is deactivated

You should ensure that any systems and services that you are the sole employee with access are transferred to another appropriate staff member within your department. For example, SharePoint site owner access, Authorised Administrator access, Shared Calendar Ownership etc.

Ensure that all files required for the University to function are stored and shared with other staff within your team before you leave, such as to SharePoint.

Do not leave any business-critical files within your OneDrive or another area inaccessible to your team/department/school as appropriate.

If you have used your University email address to sign up independently for any online services, resources or accounts that need to retain access to then these should be transferred to use a personal email address as soon as you are aware of your leave date.

The University takes no responsibility for loss of access to any non-University services you have setup using the your account, during or after your employment.

Your University IT account will be decommissioned 90 days after you leave the University. From this point all files stored in resources connected to this account will be deleted. This includes cloud services and messages in mailboxes.