Technology Checklist for Departing Faculty
✓ Find out when your Macalester accounts will be closed
Macalester accounts, including Google, 1600grand and Moodle, will be closed as of the your last work day. For nontenure faculty, this usually means the final date stated on your contract. Departing faculty should contact Lynn Hertz, Assistant Provost, with any questions about your departure date. If any of your email, Macalester Google Drive data or shared-drive files need to be shared, make sure to do so before the accounts are closed. Contact your AIA with any technology-related questions.
| email@example.com | AIA contact info |
✓ Transfer Google files to a Google Shared drive
Google docs owned by you will be deleted when your account is deleted. The best way to make sure it continues to exist after you leave is to move it to a Google Shared drive. Be sure to give at least 2 other people the Manager access level so they can add or remove people to or from the shared drive. Alternatively, you may Make someone else the owner of your file.
✓ Make someone else the owner of your Google docs
Before changing the owner of Google Drive files to another Macalester account, be sure to archive or copy any documents you want to keep. Google Drive files will be deleted when your account is deleted.
| transfer Google Docs ownership | share a non-Macalester Gmail account as doc owner |
✓ Move personal files from H drive
Copy any personal files from the your H Drive to a flash drive, external hard drive, or cloud storage. Any files left in your H Drive will be deleted when your account is closed. Drives should automatically be detected and then appear for Windows users. | shared drives information |
✓ Move personal files from College-owned laptop
Copy any personal files from you College-owned laptop to a flash drive, external hard drive, or cloud storage. Any files left on the laptop will be deleted.
| AIA contact info | firstname.lastname@example.org |
✓ Return College-owned laptop and other equipment
✓ Forward your macalester.edu email to another account
Email will be forwarded until your account is closed. Existing email will not be forwarded.
| forwarding email instructions |
✓ Copy and transfer your Mail and Google Drive files to another Google Account
Before you attempt to copy and transfer your mail and the contents of your Google Drive (My Drive), compare the Drive storage of your Macalester account with the available storage of you gmail.com account to make sure there’s enough space. The contents of mail and My Drive will be copied and transferred. Alternately, you may create and download an archive with a copy of your data from Google products.
Check your Drive storage amount | transfer your email and Google Drive files | create archive | Google Support: Download your data |
✓ Take your contacts, too!
✓ Share Google Sites ownership with another account
Share the ownership of your Google Sites with another Google account–it doesn’t have to be a Macalester account–otherwise the Site will be deleted when your account is deleted.
| Share your site with other people |
✓ Transfer ownership of Google Blog
The short answer is that you can do this by making the blog in question a team blog, with two members, then removing the original team member.
| move a blog between accounts |
✓ Take an archive of Google Maps, YouTube, and more
Create an archive with your data from Google products including Google Maps, YouTube and more.
| Google Takeout|
✓ Download any Moodle files you want to keep
✓ Save your VoiceThreads
Contact your Academic Information Associate and request to have your @macalester.edu email address associated with your VoiceThread account changed to a personal one. All of your VoiceThreads will be saved in this new account. You can also download the VoiceThreads you created by exporting them as mp4 files. Go to each VT and select Share > Export.
✓ Delete voicemail messages
Your voicemail account will be deleted one day after your departure, so be sure to review and delete any existing voicemail messages. delete voicemail messages
✓ Share relevant materials with the college archive
Is the exiting employee leaving behind materials that should be saved in the college archive? Contact the college archivist at email@example.com for advice on what should be considered for college archive.