Before employees leave

When a county Extension employee separates, they may wish to leave their work-related files for their replacement. Additionally, if they are moving to a different county center, they may transfer their files to a computer in that office. If they are using a Mac computer, their files are easily transferred to another Mac user's account. If the files need to be transferred either to or from a Windows PC or laptop, contact the EIT Helpdesk to determine whether additional assistance can be provided.

Before leaving, the employee should request via email to eithelpdesk@ncsu.edu for their files to be transferred to another Mac computer user's account (typically their support specialist, another employee or the CED).

For any active employee going through a regular separation process, it is the responsibility of the departing employee and supervisor as part of the off-boarding checklist to move Google Drive files to a shared drive (if needed). The current employee should change the ownership of appropriate Google Drive files and folders wherever appropriate. If the normal procedure of changing ownership of files is not possible for some reason, then a request can be made to copy these to a Google Shared Drive using the special folder migration permissions request.
NC State OIT has more details on Google Shared Drives, including the Folder Migration Permissions.

When a replacement is hired, the Computer Contact should contact EIT to transfer the files to the new employee's account.

Ideally, although rarely, the name of the replacement is known and an account can be created and the separating employee's files transferred to the new employee's account. If a Windows PC or laptop is involved, contact the EIT Helpdesk to determine whether additional assistance can be provided.

Canva

As part of the offboarding process, any Canva files the team may need in the future should be transferred from the design owner's Canva account to another group member. These steps must be completed before the Remove Employee Request Form is submitted.

Once someone is removed from the Canva Enterprise team, their colleagues will lose access to any shared files unless they have taken ownership of them. To prevent data loss, please follow these steps:

• Create a shared folder: The employee who is leaving should place any designs the group will need into a folder shared with your team.
  
• Direct your team to make copies: Colleagues who will need access should "make a copy" of each design within that folder.
  
• Verify ownership: Team members must complete this process while the original designer's account is still active to ensure they retain ownership of the copies.

Employee Transfer

For an employee who is transferring to another county extension center, the employee should request for Extension Information Technology to transfer their files to their account at the new office.

Once an employee has separated from N.C. Cooperative Extension, then their information must be removed from the Extension Employee database and whatever Extension accounts they have on supported 3rd party systems, e.g., ActiveCampaign, Eventbrite and others must be terminated. The County Computer Contact should complete the Remove County Employee Request Form to notify Extension IT about the employee's separation so that we can remove their access.

See: Technology To Do List For Retiring Employees for more information.