As your time with the University comes to a close, we want to ensure a smooth transition for both you and your colleagues.

One large part of this transition is your Digital Handover. This is the process of ensuring that any important digital data, files, and resources managed by you can be accessed by a relevant colleague after you leave the University.

To help guide you through this process, we’ve put together a short checklist of everything you’ll need to consider.

What do I need to do?

If you require other staff to have access to any data once you leave, you will need to move any emails, files, or relevant data to their storage. You will also need to return any University equipment.

Before you leave, please check through any of the sections below which may apply to you, and take any action as required for each area.

Email

Out Of Office

Add an out-of-office message to update your contacts with any new information on who to contact going forward.

Delegate Access

Delegate access can be granted for a maximum period of 1 month after your leaving date, so colleagues can access and move emails that need to be retained to their own mailboxes or a shared mailbox.

Shared Mailboxes

If you have access to shared mailboxes, make sure to check that other staff also have access before leaving.

Calendar

Once you have left, any meetings left in your calendar will remain, but cannot be edited by other users. This means that any recurring meetings you have set up will be permanently visible but uneditable on all attendees’ calendars.

If you have any recurring meetings or events set up from your account, please ask a colleague to set up a new instance of each of these and re-invite all attendees. Once this has been done, please delete the original meeting from your calendar.

OneDrive

Moving Files

Your personal OneDrive will be deleted after 6 months, so please move any necessary files to a relevant colleague’s storage before you leave.

Shared Files

If you have previously shared any files from your personal OneDrive, these must be identified and moved. These files cannot be left where they are, as they will be deleted along with your OneDrive 6 months after you leave. As a result, any existing access links will be broken once the file is deleted.

To identify files you have shared:

1. Access your OneDrive via the web (click on the app/menu icon in the top-left of the screen at 365.lincoln.ac.uk).
2. Select “Shared” in the left sidebar.
3. Select “By you” at the top of the screen.

This will list all the files you have shared with other people. Please go through this list and move files to the most appropriate location.

• If a file has been shared with a single person, ask them to copy the file to their OneDrive.
• If a file has been shared with multiple people, consider adding it to a Team site or moving the file to another user and asking them to re-share.

To make sure that everything has been copied, remove the sharing access as you go through the list.

Microsoft Teams

Team Owners

If you are an owner of a team, please make sure you add another owner (or owners) before you leave, and ensure you add owners to any private channels you have created as well.

Other Services

Think about any other Microsoft 365 services that you use, including Bookings, Forms and Power Automate.

Please make sure any files or data stored within these services are handed over to colleagues before you leave, so as not to disrupt services.

Equipment

Before leaving, please ensure any University-owned devices or equipment are returned to your line manager or Digital Services via the walk-in service in the Minerva Building on the Brayford Campus (MB1300).

This includes equipment used both in the office and at home. This can include laptops, PCs, tablets, phones, headsets, cables, power leads, adapter, monitors, laptop stands, external storage devices, printers, cameras, docking stations, USB hubs and any equipment that the University has provided for occupational health or access to work reasons.

In most cases, equipment purchased from grant funding is owned by the University of Lincoln and should also be returned. Line managers may contact dt@lincoln.ac.uk to obtain a list of equipment that is on record, but this may not include all kit, depending on when and how it was purchased or allocated to the colleague. Digital Services will be able to advise if there are any specific queries for pieces of kit.

Specifically, if colleagues are returning mobile phones or tablets which have been configured with iCloud or Google accounts, colleagues should remove these. Digital Services (dt@lincoln.ac.uk) can provide support on this if appropriate.

Need Help?

If you have any questions or concerns regarding the above, the Digital Services Service Desk will be happy to assist you.

Please contact us on 01522 886500 or Email dt@lincoln.ac.uk