We wish you the best of luck and success as you continue your journey beyond GCDS! Please review the following document to help you coordinate your offboarding.

If you're leaving GCDS, here's a checklist of the steps you should take to offboard your technology and ensure a smooth transition. We recommend beginning this process at least one month prior to your departure, as you'll lose access to your GCDS accounts on July 1st or your last day, whichever comes first.

• Identify any files or emails with legal, institutional, or historic value. Consult your division/department head for guidance.

• Think about important files and emails stored on your computer, Google Drive, Adobe, or Zoom accounts that your department/division will need after you leave. Forward important emails, contacts, etc from Google. Transfer files to a Google shared drive. Once your accounts are disabled, others that you have shared files with will lose access to them.

• Remove any personal files stored on your computer, Google Drive, Adobe, or Zoom accounts by deleting or transferring them to another device or external hard drive.

• Set up an out-of-office email message at least a month before your last day of work and cancel any recurring calendar invites or meetings. Your email account will be deactivated on July 1st or your last day, whichever comes first.

• If you have a desk phone, update your voicemail message to inform callers you will be leaving as of July 1st, and provide other contact information for your department. Once we delete your extension, callers will not be able to leave messages.

• Ensure your colleagues have access to any systems or apps they’ll need after you’ve gone, and transfer your ownership of any Google sites, Docs, etc.

• All GCDS-owned IT equipment must be returned. This includes but is not limited to, laptops, cell phones, iPads, etc.

• Bring any GCDS-owned IT equipment that you brought home back to campus, including your computer, mobile device(s), monitor(s), docking station, keyboard, mouse, and any other peripherals.

• Request the transfer of your mobile phone number and billing responsibilities if you have a GCDS-owned phone line that you’d like to keep.

Personal Files

If you store personal files on your Google Drive, please be sure to download or remove them prior to your departure. Your Google Account will be permanently disabled upon your last day of employment. For security reasons, the Technology Office cannot support the migration of files away from the GCDS network. 

Devices, Badge, and Equipment

Please return all equipment to the Technology Office on or before your last day. 

School Records

At GCDS, do you create or maintain school records? School records are defined as any document (paper or electronic) created or received by offices or employees that allows them to conduct business (examples: correspondence, forms, committee minutes, budgets, and policy or procedural statements). If yes, please review this checklist.

1. Has your supervisor or division head met with you to discuss what records need to be retained? In particular, this includes guidelines regarding records that contain sensitive or confidential information. Examples of sensitive and confidential information include: student records, medical records, personnel records, committee minutes and reports, and meeting minutes.

2. Have you ensured that all school records in your possession - particularly any records saved in Google Drive, your email account, shared network storage, or desktop are stored in a Google Shared Drive or stored in Veracross and will be available to relevant staff after you leave?

3. Have you returned any paper records to your supervisor or division head for storage?