Issue: you are leaving Notre Dame; items related to your NetID@nd.edu account you to handle as part of leaving the university

Note: this is not an all-inclusive list.

Resolution

You must take action before your NetID expires

• NetIDs of faculty and staff expire the day after the last day worked. 
• Some retirees may retain access to certain services but can use the following information to transition work-related materials to people within your area (dept/institute/center/etc).
  • If you are a retiree, you should transition your work as described below. You may retain your Gmail account, but you should transition your work please

Here are a few of the major services that you should take action to ensure that your colleagues, department, and other stakeholders continue to operate effectively. The OIT does not support transferring content to a personal account.

Google Account

• See this article for a summary of what occurs with your Google account once you leave Notre Dame
• See this article for expectations if you return to Notre Dame before your Google account is deleted
  • Short summary - you should have zero expectations that you will regain access to your Gmail and Google Drive content

Gmail

• Your Google account will no longer receive email 14 days after your last work date. 
• This means the below options will only work for the first 14 days after your last work date.
  • After 14 days, emails sent to your nd.edu account will bounce.
• Set up an automatic response on your email KB0013025. 
  
  • We ask that you set an automatic response on your Gmail to let people, who contact you via email after you leave, receive some type of email response that you have left and the sender should now contact someone else in the department.
• After 14 days, emails sent to the account will bounce and not be delivered and the sender will not receive the automated response.
• Depending on your situation, you may also want to set email delegation for your account. Please see KB0012493 for how that works and what access is granted. 
• You should *not* forward emails sent to your nd.edu work account to a personal account. Email sent to your work account should remain in an nd.edu account.
• Note that if you used your nd.edu account for any personal services such as streaming, banks, shopping, etc, you need to change those services to use a personal Gmail account.
  • If you do not do this and need to do a password reset at a future date, the email will not be delivered to your nd.edu account

Google Drive

• Before you exit the university, please schedule time with your manager to review content in your mydrive. Create a shared drive adding your manager as "manager access" move the content to the shared drive.https://nd.service-now.com/nd_portal?id=kb_article_view&sysparm_article=KB0025212
• Request a transfer of all files and folders in your account to someone else KB0013360
• Download your personal files from Google Drive Google support

Google Calendar

• Cancel your recurring meetings or transfer them to someone else KB0013276
• Release rooms by uninviting the room in the guest list Google Support

Adobe Creative Cloud

• Follow Adobe's instructions to Transfer Assets Across Accounts and Profiles.
  • Users who are transitioning Adobe CC assets from their enterprise (@nd.edu) account to a personal account will need to follow instructions for manual asset transfer.

Box

• Change the owner of your folders KB0010557
• Request a transfer of folders in your account to someone else KB0013363

Qualtrics

• Transfer your surveys to a colleague: KB0011034

Zoom

• Verify & Reassign ownership for future/ongoing Zoom meetings
• You cannot reassign yourself, but please contact the Service Desk (631-8111, servicedesk@nd.edu) and request this task from the Zoom administrators
• Be sure to know to whom you want to transfer the Zoom meetings. 

YouTube

• Change channel owners and managers Google Support

Google account

• Review accounts that you use with your Notre Dame Gmail: https://myaccount.google.com/permissions

Other Cloud Storage

• If you stored anything in the cloud using your ND NetID, you should download or transfer ownership of data files that need to be retained.  Once your NetID is deactivated you will lose access to that cloud service, and depending on the specific policies of the vendor, the data may be immediately deleted with no option to recover it.  This includes, but is not limited to: Adobe Creative Cloud, Microsoft Office 365, Facebook, Instagram.

Remove Notre Dame-licensed software from your personal computer

While you're at Notre Dame, a variety of licensed software is made available to you for academic/employee use. Now that you are leaving Notre Dame, you need to remove such software from your own computer. Since these programs are licensed only for use by members of the Notre Dame community, you will no longer be eligible to have these programs installed on your computer after you leave. You DO NOT need to uninstall any software which was pre-installed on your computer or which you purchased through the Hammes Hub.

Some of these Notre Dame licensed programs include:

• Adobe Creative Cloud
• Mathematica
• MATLAB
• Microsoft Office
• S-Plus
• SAS
• SPSS
• SYSTAT