1. Return keys (end of employment or transfer to a different department)
a. Employees with keys for North Campus buildings (Evans, Newman Wolfrom, Celeste, McPherson, and CBEC) must return keys to Walter, Harley, or Steve in the Materials Management Office in CBEC 165.
b. Students with keys for South Campus buildings (BRT, Riffe, Biosci, DHLRI) must return keys to Jason Clark in room 148A Biological Sciences Building
2. Complete a safety checkout (end of employment or transfer to a different department)
a. Contact Amy Moore at 614-597-3569 or moore.4061@osu.edu or go.osu.edu/chemsafety
b. Return all PPE at this time
3. Assets (Computers & Equipment) (end of employment or transfer to a different department)
a. For Computers: Coordinate with asctech@osu.edu. They will manage the return, transfer or surplus process.
b. For Equipment & Instruments: Coordinate with cbc-facilities-management@osu.edu. They will manage the return, transfer or surplus process
*Outside of departure procedures, anytime there is a change in asset information (asset owner and/or location change) please email cbc-facilities-management@osu.edu.
Any assets being transferred from the department must be approved by the College and/or OSP before they are removed from the department. Please plan ahead for any asset transfers, the process does take time.
4. Visa holders – Before the employee departs The Ohio State University, OIA asks that they contact the department’s Human Resource Personnel to initiate the online Departure application through HR Connection.
Samantha Newsome – faculty and staff
Katie Bechtel – students, visiting fellows, trainees
This Departure Application is needed to record their departure for immigration purposes, so please make sure it is submitted to their office before the program end date.
For more departure information, please visit https://oia.osu.edu/international-scholars/j-1-visiting-scholars/departure
5. Email – If you are ending your employment, you will lose access to your OSU email the day after your end date. If for any reason you need to access your email account, please work with your manager before the end date to set up an OSU guest account. If you are an active student, you will retain access for up to two years after graduation.
For Students
1. Update your personal information and contact information
Students are required to make all personal information changes in BuckeyeLink.osu.edu. Personal information changes, other than payment elections, made in Workday will be overwritten from details in your BuckeyeLink account. Students should review the student personal information job aid for additional information.
2. Forward your BuckeyeMail (optional)
Mail sent to your Ohio State email address (name.#@osu.edu) and BuckeyeMail account (name.#@buckeymail.osu.edu) can continue to be accessed through Buckeyemail. In the future, if you choose to forward this mail to another account, you can log in to my.osu.edu and select “Change Email Delivery.”
As of December 31, 2024 there is no longer the Lifetime Email Forwarding Service (LEFS) for graduated students or staff retirees.
Non-emeritus retirees get UES access for 60 days, and graduates get BuckeyeMail for two years
ASC Tech Off-Boarding Guidance
The goal with off boarding faculty, staff, and students is to avoid surprises and to make sure data is considered before the last day.
• OneDrive: discuss conversion to personal account, placing files in a Team
o Note that all files shared from their name.# account will no longer be accessible. They will need to move business data to unit admin/research storage and share to appropriate groups from there before their departure. Recovery of inaccessible data is possible after departure, but it requires ASC HR approval and OTDI intervention.
o Note that students get OneDrive for two years, thus it may be a surprise when those shares are no longer accessible.
• Office 365: discuss termination of license and installed copies, place any needed files from OneDrive into shared Teams storage.
o Faculty and Staff lose access on their last day to OneDrive, Teams, and Office365.
Exception: Faculty who are becoming emeritus retain access as before.
• Email/files: discuss getting needed items to their supervisor/colleagues.
o ASCTech can assist if the employee is present, planning ahead and organization is very useful here.
o As of December 31, 2024 there is no longer the Lifetime Email Forwarding Service (LEFS) for graduated students or staff retirees.
Non-emeritus retirees get UES access for 60 days, and graduates get BuckeyeMail for two years.
• Calendars:
o If the employee is the owner of calendars, have them email OTDI to request an owner change.
• Sponsored Guest: make aware if access is needed past the employment date.
o Sponsored Guest is initiated by the sponsor at https://my.osu.edu.
o See the related KB for a walk through.
• Remove from mailing lists/UES groups/etc.:
o Central OTDI Identity Management (IdM) should handle the account disabling.
o Units may have mailing lists or groups that they will want to curate.
• Locks/Keycards:
o Remove from any electronic locks.
o Locks: If the user had Lenel programming access inform the lock shop of departure.
Most of the above is applicable to employees leaving OSU. Transferring within OSU is a special situation. Employees staying with OSU will retain email and other access, but it is essential that the unit consider other access and remove as needed as IdM will not disable their accounts. Examples are Teams, file shares, lock access, equipment.