Whether retiring or taking the next career step, staff members have many plans to make as they prepare to leave a Rice job.

Closing Accounts

• Closing NetID Accounts - NetID-password-associated accounts are automatically deactivated on a staff employee's last date of employment, or 30 days after their last job/position has ended and not been extended, via timely receipt of personnel action form (PAF) by Human Resources.
• Closing other Accounts - Banner access is automatically deactivated based on the PAF data. Other Rice accounts (see lists of NetID password accounts and non-NetID password accounts) can be closed when a supervisor sends a message to the Help Desk requesting deactivation. The supervisor's message needs to include the type of account, the department, and the former employee's NetID.

Transferring Accounts

• Annual tasks: Take time to think back over the past year. What jobs come across your desk annually? Remember to leave contact or login information for those systems or reports with your department supervisor.
  • Surveys, Reports, and Responses
    • Accreditation preparation and/or followup
    • Common Data Set
    • Federal, State, or Peer Reports
    • Faculty Information System (Do you contribute content for a faculty member?)
    • Rice Facts
  • External Systems (federal, state, grant, collaborations, etc.)
  • Reservations, Conferences, and/or speaking engagements
• Email: Set an Auto-reply for your email. Go to http://www.ricemail.rice.edu/ and click on WebSieve in the left menu. Set an auto-response and include your last day at Rice and the email address for senders to use in the future. This step is critical for official retirees, who are eligible to retain their Rice email account. Set up your auto-response at least one month prior to your departure so that most of the Rice-department-related messages can be directed to the appropriate recipient. This will save you and your department a LOT of time and headaches after you retire.
• External Mailing Lists: Remove your Rice email address and add a team member's address if your department wishes to retain membership in an external mailing list.
• Storage: Individual file storage can be archived or moved to another department account, or these files are simply deleted after the employee leaves. Access to department-shared storage can be handled in two ways. Your department can request your access be removed if you are changing departments, OR your access will automatically be deactivated along with your email and other accounts on your last day.
• Telephone: Your department probably prefers you answer your calls through your last day, so you may choose not to until you actually leave. You can either forward your phone directly to another department extension, or you can set up a voicemail explanation and list the person and extension callers should contact in your absence. If you choose the latter option, forward your phone to voice mail (extension 2000) so all callers will receive this message immediately instead of waiting through three rings to get to voice mail.
• Web Sites: Your personal website will be deleted after you leave. If you wish to retain the information stored there, archive the files and/or move the content to another site. For department sites, remove or replace your own listing in department website pages, then review permissions and add team members where necessary for your respective sites, such as:
  • Blog
  • CMS or other content management
  • Dreamweaver
  • OWL-Space
  • Wiki
  • Rice On-line Telephone Directory (instructions for making changes are on the rice.edu website)

Notifying other people

• Set up Email responses and redirects
• Set up Voicemail reminders and redirects
• Contact Rice committees on which you serve
• Transfer ownership, administration, and/or moderation of Rice mailman lists

Staying in touch

• Mailing lists: Want to keep receiving mailing list updates? Review your list of memberships and either remove yourself or change your address to a non-Rice email account for those you want to continue receiving. Examples include:
  • Dateline Rice
  • RiceNews
• Events on the Rice calendar (events.rice.edu) can be viewed by the public.