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 Marga Miller, 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. | 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. When you make someone else the owner of a folder, you still own the files inside. share folders | transfer Google Docs ownership

✓ 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 |

✓ Return College-owned laptop and other equipment

Departing faculty should work with their AIA or the ITS Help Desk to arrange for the return of any College-owned equipment.  AIA contact info |

✓ Forward your email to another account

Email will be forwarded until your account is closed. Existing email will not be forwarded.  Automatically forward Gmail messages to another account

✓ 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 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!

Export your contacts to Google CSV format for importing into a another email account.  export contacts | import contacts | Google Takeout

✓ Change the owner of Google Sites

Change the owner of a Classic or New Google Site with another Macalester account, otherwise the Site will be deleted when your account is deleted. Learn how to share your site with other people.

✓ Give anther user Admin access to your Google Blog

Grant another Macalester user admin access to your blog. The Google Blog will continue as long as it has an admin. Give a team member admin access

✓ 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

Download individual Moodle files and contact your AIA if you would like to archive copies of your Moodle sites. | Moodle information | AIA contact info

Save your VoiceThreads

Contact your Academic Information Associate and request to have your 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.

✓ Transfer your Zoom cloud recordings to a Google Shared drive

Download recorded meetings from Zoom cloud storage. Share recordings in a Google Shared drive for Macalester users and/or copy to your own storage space to take it with you. download Zoom cloud recording

✓ 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 for advice on what should be considered for college archive.