Technology Offboarding Guide for Staff
This technology offboarding guide provides helpful tips for staff who are leaving or retiring from the UC Santa Cruz.
In this guide:
- Prepare for your CruzID login access to end
- Make arrangements for your email and departmental accounts
- Change your voicemail
- Return university-owned technology to campus
- Update your personal information
- Additional resources
Prepare for your CruzID account access to end
Upon separating from UCSC you will no longer be able to log in to UCSC-sponsored services and software with your CruzID account. This includes but is not limited to Google Workspace, UCSC Zoom, and Adobe Creative Cloud. This also includes your UCSC email and other departmental accounts.
The date that your CruzID account loses access to services and software varies based on your affiliation.
- Staff typically lose access on or near the date the employee separates from the campus.
- Faculty typically lose access 90 days after their separation date.
- Retired staff and non-senate faculty lose access based on their affiliation listed above. They may, however, retain access to their CruzID account with UCSC Google services at the discretion of the department. Departmental sponsorship of a retiree’s account comes up for renewal every year unless a five-year renewal is requested. The retiring employee’s department can submit a request to retain an account.
- Ladder rank faculty (emeriti) retain lifetime access upon retirement.
- If alumni wish to keep their UCSC Google email account, they must submit a request to do so.
Additional considerations:
- Separating employees cannot request extended or ongoing access to their CruzID account. If there is a business need to access your account after your separation, your manager or supervisor can request access. See the Technology Offboarding Guide: Managers and Supervisors of Staff for more information.
- Download or transfer any personal files you would like to access after separation to a personal, non-UC Santa Cruz account.
- Review information on the disposition of and access to records upon separation from employment, which describes how the university may access your records upon your separation from UC Santa Cruz.
- The Google Apps Offboarding process includes instructions for transferring ownership of Google Workspace files.
- If you do not transfer ownership of these files before leaving, your manager or supervisor can request access. See the Technology Offboarding Guide: Managers and Supervisors of Staff for more information.
Make arrangements for your email and departmental account
Upon separation from UC Santa Cruz, your individual email account will close, including any aliases you’ve established.
- If you are using your UC Santa Cruz email address for incidental personal use (for example, a login address for a non-UC Santa Cruz website), it is strongly encouraged that you switch to a personal, non-UC Santa Cruz email address to maintain access to those sites and services after your separation.
- Email access can close as soon as the day of your separation from UC Santa Cruz, based on your department’s discretion and access to sensitive information.
- Email forwarding to a personal email address is not available.
- You can add an auto-reply to your UC Santa Cruz email to redirect inquiries that may be received after your separation but ahead of your account closure. Additionally, your department can request an auto-reply message for your account after your separation.
If you’re the current owner of any departmental accounts, such as operational (functional) accounts, Google Apps-only accounts or Google Groups, they should either be transferred to a new owner or requested to be closed before you leave your position.
- Instructions for transferring ownership are available in the Google Apps Offboarding process.
- If you do not transfer ownership before leaving, your manager or supervisor can request access. See the Technology Offboarding Guide: Managers and Supervisors of Staff for more information.
- Consider departmental work that you may be responsible to transfer ownership of before separation in the following non-Google Apps services. Examples may include:
- WordPress
- YouTube and other social media platforms
- Qualtrics
- ServiceNow
- Docusign
Change your campus voicemail
- Work with your supervisor to submit a request to reset your voicemail password and change the person assigned to your campus telephone number.
- If you do not complete a voicemail password reset before leaving, ITS can provide access to your voicemail upon receipt of written approval from your supervisor or department head. See the Technology Offboarding Guide: Managers and Supervisors of Staff for more information.
Return university-owned technology to campus
Your supervisor will provide guidance on returning university-owned technology to campus (such as laptops, monitors, devices, and computer peripherals), depending on whether you have a hybrid or remote appointment.
Update your personal information
Make sure you have the most up-to-date information in UCPath for retirement and tax purposes.
- Before you leave UC Santa Cruz, make sure your personal email address is up to date in UCPath.
- If you leave UC without a current personal email address on file, call the UCPath Center at (855) 982-7284. A representative can update your email address and make sure you receive your login information.
- Within 48 hours of your separation being finalized by the UCPath Center, you’ll receive an email at your personal email address with the information you’ll need to log in to your former employee account. Visit UCPath Online for Former Employees for more details.
- Once you have access to UCPath for former employees, you’ll be able to view and download any earning statements and W-2 forms processed by UCPath. You’ll also be able to keep your personal contact information up to date.
- You will have access to the Former Employee system for up to three years after your separation date, so make sure to download any information you need for your records before then.
Additional resources
- Staff Human Resources: Off-Boarding Process for Staff Employees