Overview
Learn how to off-board an employee from UO technology tools and services. This article is intended for UO employees and technicians.
Please Note: This article is based upon frequently-asked questions on how to off-board employees for commonly used tools and services. Please leave feedback on this article (at the bottom of the article) if you have questions about how to off-board employees from other tools and services; it will be incorporated in future editions. Thank you.
Table of contents
UO-issued technology and data
Computers and mobile devices
All UO-issued computers and mobile devices are property of the university and need to be returned upon the departure of the employee.
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Sensitive data
Employees may have access to various kinds of data that carry different risk classifications to the university which require specific handling. Access to these data must be revoked as part of the employee off-boarding or transfer process.
Please consult the links in this section for more information and reach out to your local IT support unit for questions.
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Microsoft 365
Moving OneDrive files and folders to other owners
- Find the file(s) or folder(s) that you wish to move to another owner, then select the Share button.
- Select the gear icon in the upper-right corner to adjust the sharing settings.
- Select the People you choose option and select the Can edit option from the drop-down menu. Select Apply to proceed.
- Enter the name of the new editor, select it, then enter an optional message.
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Transferring ownership of Teams/SharePoint site
Add the new owner in SharePoint
- Go to SharePoint and select a SharePoint site you wish to transfer to a new owner.
- Select the membership icon from the upper-right corner. The Group management panel will emerge from the right-hand side.
- Select Add member.
- Enter the name or email address of the new owner then select Owner from the drop-down menu beneath their name
The new owner removes the old owner
- The new owner selects the SharePoint site to that they were just added.
- They select the membership icon from the upper-right corner. The Group management panel will emerge from the right-hand side.
- Select the drop-down menu beneath the old owner's name and select Remove from group.
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Transferring team ownership in Microsoft Teams
Note: Owners and members of teams can only come from UO-affiliated persons (i.e., faculty, staff, students, student employees, etc.)
Adding a new team owner (if necessary)
- Open Microsoft Teams and go to the Teams tab, then go the team you wish to manage.
- Hover over the team's title then select the three-dot icon that appears. Select Manage Team.
- A list of all owners and members will appear. Select the Add member button
- Enter the name or email address of the person you wish to add, then select Add.
- Once they are added, change their role from Member to Owner.
- Select the person's role, a drop-down menu will appear, then select Owner.
Removing a team owner
- In the team, hover over the team's title then select the three-dot icon that appears. Select Manage Team.
- Change the person's role from Owner to Member.
- Select the person's role, a drop-down menu will appear, then select Member.
- Then, select the X icon to the right of the person in the members' section to remove them from the team.
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Teams phone number and call queue ownership
- The department phone coordinator needs to submit a delete request for the assigned number at the Voice Services Support service page. If your department wants to reassign the number to a new employee, your department phone coordinator can request to mark the number as vacant instead of requesting deletion.
- Submit a request to remove Teams calling licensing for the following account types:
- Temporary employee
- Graduate employee
- Student employee
- Associate
- Courtesy
- Retired
- Teams calling licenses need to be manually removed by Telecom so the licenses can be assigned to other accounts that need Teams calling assigned manually.
- For call queue ownership, once the departing employee is removed, other call queue owners can assign new owners to it.
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Dropbox
Moving Dropbox files to other owners/accounts
From the first account
- Sign in to the account that has the files you'd like to move.
- Create a shared folder and invite your second account.
- Manually move files by dragging and dropping them into your newly created shared folder.
- Sign out of this account.
From the second account
- Sign in to Dropbox using the email address for your second account.
- Click Shared in the left sidebar.
- Hover over the folder that was just shared and click Add to Dropbox.
- Click All files in the left sidebar.
- Locate the shared folder you just added. You can now move the files from that folder to other places in your Dropbox account.
- Once the files are moved out of the shared folder, they are no longer accessible from the first account.
You can leave the shared folder when you're finished moving files, or keep it in case you ever need to exchange files between the accounts again.
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Qualtrics
Transferring ownership of surveys
The provided links are direct from Qualtrics support
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Role Accounts
Transferring ownership of role accounts
Please consult the How to manage your role/department Duck ID accounts article for details.
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For employees moving to a different role or affiliation
- Checking files shared TO the departing employee are unshared
- Ensuring confidential emails are deleted from the employee's email account
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Additional Resources
The links in the list below are for other relevant resources
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Need Help?
Please reach out to your local IT support group with any questions.