IT Offboarding Checklist
for Harvard Staff Approaching Retirement
Congratulations on your upcoming retirement! To help ensure a smooth transition, we have created a checklist of the steps you and your manager should take to offboard your Harvard technology. We recommend beginning this process at least one month prior to your departure.
This guide is intended for retiring FAS, Central Administration, Radcliffe, and Divinity School staff. Staff from other schools and units should consult their local IT departments for specific guidance.
Manage your email and digital records
Identify any files or emails with legal, regulatory, institutional, or historic value. Consult the Harvard University Archives for guidance.
Think about important files and emails stored on your computer, OneDrive, SharePoint, Google Drive, Dropbox, or Zoom accounts that your department will need after you leave. Forward emails to a colleague and transfer files to a departmental SharePoint site.
- Remove any personal files stored on your computer, OneDrive, SharePoint, Google Drive, Dropbox, or Zoom accounts by deleting or transferring them to another device or external hard drive.
Prepare your colleagues for your departure
Set up an out-of-office email message at least two weeks before your last day of work and cancel any recurring calendar invites or meetings. Your email account will be deactivated after your last day of work.
Forward your phone calls to another staff member or a department line. Your department can reassign your line using this request form.
- Ensure your colleagues have access to any systems or apps they’ll need after you’ve gone, and transfer your ownership of any SharePoint or Teams sites and Qualtrics surveys.
Return your IT equipment
Gather any Harvard-owned IT equipment that you brought home, including your computer, mobile device(s), monitor(s), docking station, keyboard, mouse, and any other peripherals.
Reach out to your manager to understand expectations for returning equipment. If your manager asks you to work directly with HUIT, fill out this equipment return form at least two weeks before your last day of work.
- Transfer your mobile phone number and billing responsibilities if you have a Harvard-owned mobile phone line that you’d like to keep.