Before Leaving K-State - Employee Checklist

Before leaving K-State, keep in mind that faculty and staff will lose access to their K-State email accounts, OneDrive, Teams, and other resources.

• Accounts belonging to former faculty members who have not been employed by K-State for more than 240 days will be removed. Accounts of those who have been away for less than 240 days will remain active.
• Accounts belonging to former staff members who separated from K-State more than 30 days ago will be removed. However, accounts of those who separated less than 30 days ago will remain active.
• Emeritus faculty and staff who are in good standing will not have their accounts removed. To maintain good standing, emeritus faculty and staff must use Duo two-factor authentication and complete the annual cybersecurity training. Accounts that do not remain in good standing will be locked after 60 days of non-compliance and will remain in a locked status. To unlock a locked account, emeritus faculty and staff must contact the IT Service Deskt to reactivate Duo and retake the cybersecurity training.

Do these tasks before you leave K-State, or as soon as you receive an email notification that access to your data will be removed soon.

• Work with your unit's IT director to ensure you complete all needed separation tasks.
• If you do not already have one, setup a personal email account service.
  Options include, but are not limited to, Gmail, Hotmail, Yahoo Mail, etc.
• Move email messages and attachments you want to keep.
  Forward emails you want to retain to your personal email account. Be careful not to include any private or confidential K-State business information.
  • K-State does not provide automated email responses or forwarding after separation.
• Forward K-State business-related e-mail and documents.
  Forward K-State and business-related email to the department head or department designee.
• Consider creating an email away message. For example, "I have retired from K-State. For assistance please contact ...". "I am no longer employed at K-State. For assistance, please contact ....".
  
  • Please note these will no longer be delivered after your email inbox is deactivated.
• Review mailing lists.
  Subscribe from your new email address for lists you want to keep. Then unsubscribe your K-State address from all lists. Current employment is a requirement for some list subscriptions, so not all lists may be available post-employment. If you have questions, check with the mailing-list owner to verify if you can continue to receive an email.
• Copy any files you are entitled to keep, including:
  • Files on your office computer
  • Files on the central Unix system
  • Files on your departmental or central file server
  • Your personal webpages
• Transfer ownership of shared Qualtrics surveys
  If you have Qualtrics surveys that are shared, request that the IT Service Desk transfer ownership of the survey(s) to the appropriate individual.
• Transfer ownership of shared group accounts
  If you have shared group accounts, transfer ownership of the group account to another individual in the group.
• Remove applications that belongs to K-State.
  Remove applications on your personal computer that was received under a Kansas State University site license or volume-purchase agreement, including but not limited to the following list:
  • Remove applications obtained through K-State Application Licenses.
  • Remove course-related applications received through your department.
  • Remove applications received through the Microsoft Office and/or Microsoft Windows Work at Home program.