Table of Contents

The following is a quick checklist for technology-related things that those leaving Canisius should review. It is meant to be done with a supervisor, but can also be completed independently. This is in addition to and not a replacement of any HR-related/departmental-related/program-related offboarding procedures and/or exit processes. Finally, while this list is comprehensive, please confirm with your supervisor that there are no further technology-related items unique to your office or department that need to be transferred.

Faculty and Staff

• Please review the Use of University Email Systems section (roman numeral VI) found in the policy manual under Acceptable Use of University Computer and Network Systems Policy to understand your options regarding your university email account. Consider setting an autoreply upon your departure indicating who the recipient should email in your absence. Supervisors can request email forwarding for up to 30 days by emailing helpdesk@canisius.edu.

• Are you the sole manager of a shared mailbox (ex. an office, program, or departmental email, like coli@canisius.edu)? Or perhaps you receive emails that are important to the whole department (ex., point-of-contact for department- or office-specific software or external services, status messaging for dashboards, etc.) to your personal Canisius account? Make sure to contact Helpdesk and inform them where these emails should go upon your departure.

• Similarly, did you subscribe to any emails or lists to your personal Canisius Email? Were they important to the department? If so, inform your supervisor/successor/replacement about these emails and how to subscribe to them. Additionally, make sure to unsubscribe from these emails/lists.

  • If the emails/lists were for personal information, make sure to subscribe to them with your personal, non-Canisius, email as needed.

• Do you own content in Google Drive or Microsoft OneDrive/MS365 that should be shared with others?

  • For content in Google Drive, create a Shared Drive and add at least one person as a Manager. Then, start moving the content that needs to be shared to the Shared Drive.

  • For Microsoft OneDrive/MS365, create a SharePoint Site or a Team in Microsoft Teams, which is a bit easier and automatically creates a SharePoint Site.

• Similarly, are you the sole owner of or are you in charge of a Canisius NetDrive that has departmental information? If so, contact Helpdesk and let them know who should have access to a NetDrive.

  • Do you have personal files on your NetDrive? Make sure to download them to a personal, non-Canisius device.

• Do you have logins for web services (an office Facebook page, Canva account, YouTube Channel, etc.) that contains essential content for your successor/replacement?

  • Make sure to update the email and password and provide that to the successor

• Do you have files on your laptop that are critical for your successor/replacement?

  • Upload them to a Google Shared Drive, MS365 SharePoint Site/Teams that you have also shared with your successor/replacement

  • Or, upload it to the office/departmental Canisius netdrive (if appropriate)

  • Or, transfer the content onto a USB drive or external hard drive to be left for your successor/replacement

• Are there other materials (ex., paper submissions for student theses, Canisius property including but not limited to wireless mice, microphones, cameras, library books, etc.) that should be given to a successor or otherwise returned to Canisius?

• Are there any personal accounts that are, for some reason, attached to your Canisius account? Make sure to transfer them to a personal non-Canisius email and update any other related information for those accounts.

• Did you start a YouTube channel using your personal Canisius University account that has important videos for your office?

  • Migrate your channel from one account to another account

  • Does your office have a YouTube Brand Account? Transfer your channel to the office’s Brand Account instead.

  • Optionally, you can also download videos deemed most important and save them to a Google Drive Shared Drive or a MS365 SharePoint/Teams so someone else can review them and upload them to the office YouTube Channel instead.

• Are you in charge of a Canisius WordPress site? Is there at least one other person on the Site that is set up as an Administrator (via Authorizer)?

• In charge of a D2L Group? Make sure to add a colleague as an Instructor.

• Do you own or are in charge of a Canisius Wiki page? Make sure that at least one other person has Editor access.

• Are you a system admin in an auxiliary system, such as ARMS, HESC, Touchnet, T2, Medicat, etc? Make sure at least one other person has this access, and has access to documentation to the auxiliary system.

  • Additionally, if you were the point of contact for said system, make sure to update/designate a new point of contact.

• Are you in charge of Qualtrics Forms or Surveys? Email Helpdesk with the specific name(s) of the surveys and who they need to be transferred to.

  • Want to use the survey in the future? Export it from Qualtrics. Later, you can import the survey to your new Qualtrics account.

  • If you used a Google Form or MS365 Form, make sure to transfer them to your successor/replacement.

• Do you use an authenticator (Google Authenticator, Microsoft Authenticator, etc.)? If so, make sure that authentication codes for personal accounts are not attached to Canisius Accounts. Additionally, for shared/departmental accounts that use Authenticator codes, make sure to transfer it to a successor/replacement.

Faculty-Specific

• Is there research data or course content on your Canisius account for research/courses you would like to continue?

  • If the content/research data is on Google Drive, you can download individual content items. However, if you would rather download everything and sort through it later, see Google Takeout.

  • Same for Microsoft, except they recommend using the OneDrive app for Windows to download content. See the OneDrive download page if you need to download it.

  • Make sure to export your D2L Courses for future use.

  • For the above, ensure you are downloading it to your personal, non-Canisius laptop or to a personal USB driver or external drive.

• Have you communicated, in email, with program directors and/or successor and/or the Dean on whether or not others in your department can use your course content?

• Did you start a YouTube Channel for your course content?

  • Migrate your channel from one account to another account

  • Download your YouTube Video Content

  • Did you use Panopto for any course-related content? Download them as MP4’s.

Additional Help

Have additional questions or require further help? Content Helpdesk at helpdesk@canisius.edu.