Faculty Offboarding To-Do List

Before You Start:

This article is for Faculty off-boarding away from Wharton resources.

If you have any questions regarding the contents of this article please contact support@wharton.upenn.edu

Wharton Computing is here to ensure your technology transition whether you're concluding a teaching appointment or shifting roles is as seamless as possible. We've created a checklist to help you manage your email, data, and account access, along with key dates to be aware of regarding account changes or closures.

Review Account Closing Dates

Your access to Wharton and Penn online services ends shortly after your Penn/Wharton appointment has concluded.

Prepare Your Email for Transition

Your O365 Wharton account (Microsoft Office, Email, OneDrive, etc. ) access will conclude on the date of your PennID account is set to expire. Please consult with your Department Business Administrator to confirm your PennID expiration date.

1) Set a Change of Address Notice

Set an Out of Office providing both your professional alternate email address address or personal email address.

2) Begin Forwarding

Help with forwarding my Wharton e-mail to a personal account. Please contact support@wharton.upenn.edu for assistance

3) Transfer Your Emails

Transfer your Wharton emails to a personal account. We suggest starting this process once the end date on your appointment has been confirmed. Please contact support@wharton.upen.edu for assistance

Special Consideration for Office 365

Look at your phone and personal computer to verify that contacts and calendars are not syncing to Penn O365. Make sure everything you want to keep is moved to a different account, as that information will disappear when your account is turned off. It is recommended to sign out of Email / Office 365 before your last day so you have an opportunity to check and see if any important information will disappear.

Manage Mailing Lists

Before you leave campus, unsubscribe from any mailing lists you're currently on. If you are the owner of a mailing list(s), identify and assign a new owner for the list. (Please contact support@wharton.upen.edu for assistance if needed)

Unsubscribe

Navigate to the Mailing List App.
If prompted, login with your PennKey credentials.
Choose the My Membership tab.
Click Unsubscribe for each mailing list.

Transfer Ownership

Navigate to the Mailing List App.
If prompted, login with your PennKey credentials.
Choose the List Ownership tab.
Click Edit List for each mailing list.
Add any new owners and remove yourself.
Click Submit Changes.

Save Data You Want to Keep

Save data you'd like to keep before you lose access.

Wharton Google Drive

Canvas

Canvas Logo

Personal Network Drive and Locally Stored Data

OneDrive & OneNote

Office365 Logo

Dropbox

Slack (edit)

Icon of an external hard drive.

Additional Backup Options

Physical Office (Computer, Phone and Loans)

Cleaning out your office can loom large. Here are steps to help make it easier.

Phone - Offer to assist with assigning the phone number back to the Business Administrator, delete your voicemails, and reset the greeting.
Office Computer - Back up / remove all files from your office computer or any other device that belongs to Wharton and make sure they are returned prior to your departure.
Loans - Please return all hardware loaner equipment.
Keys - Please return any keys to the Business Administrator

Clean up your Personal Devices

When you leave Wharton, your permissions to use certain software changes. These steps will help you update your devices.

Remove or sign out of the following to prevent unpredictable errors later when your permissions are removed:

Network Services - Global Protect, FortiClient, network printers and network drives
Penn Security Software - DuoMobile, LastPass, Symantec or Sophos
Penn Cloud Storage - Penn Box, Penn DropBox, Penn OneDrive
Productivity Software - Penn Office 365, Email, Contacts, Calendar
Meeting Software - Zoom, Mersive Solstice, Slack, and Teams
Penn Specific Apps on Devices - Penn Guardian, WorkDay, YouDecide

Website / Online Identity

Websites at Wharton are updated regularly. Take steps to ensure your information is up to date, and you have copies.

Faculty Photo: Take a copy of your Faculty profile picture from your Departmental web page profile.

Copy of Bio: Make a copy of your biography from the departmental website.

Teaching Resources

Once you leave Wharton, you may not have access to teaching resources you used while you were on campus.

Canvas Sites: If you have taught classes, consider backing up Canvas sites you may need in the future: https://community.canvaslms.com/t5/Instructor-Guide/How-do-I-export-a-Canvas-course/ta-p/785

Teaching Videos: You may need teaching samples for your job search. Consider downloading a Panopto video of yourself teaching. Learn about how to access class recordings here: https://support.wharton.upenn.edu/help/viewing-class-recordings-in-canvas

Teaching Evaluations: Download and save any teaching evaluations. They can be found in the U@Penn Portal under Student Advising & Admin Resources - Faculty & Advisors - My Course Evaluations

Research Computing Resources

When your Pennkey is set to expire you will no longer be able to access your Wharton HPC3 or Wharton AWS WorkSpace resources.

If you do have resources (code or data) on Wharton HPC3 or WorkSpace systems that you would like to keep, please take some time at your earliest convenience to copy it elsewhere, for example to your personal Dropbox, Box, or your new institution's computing resources. We recommend rclone for straightforward syncing to the cloud.

If you have questions or concerns, please let us know how we may assist: research-computing@wharton.upenn.edu

Questions? Contact Us