When an Employee Transfers to Another Department: Department Checklist

Check in with your department HR contact and discuss the following:

• How will you fill the vacancy?
• Is the employee willing to train a replacement?

Access UCPath Online to: 

• Arrange to have the personnel file sent to the new home department. 

Discuss with the employee:

• E-mail:
  • Which e-mail messages should be transferred or deleted?*
  • Is an e-mail absence message required to:*
    • Indicate the employee has left the department?
    • Redirect inquiries to the appropriate department contact?
  • Is setting up temporary network access to obtain copies of personal communications necessary?
• Voice mail:
  • Reset password to the five-digit extension number.
  • Determine if a forwarding message is necessary.
• Electronic files:
  • Determine which files should be transferred or deleted.
  • Provide the employee with an alternate area to transfer necessary files.
  • Instruct the employee to delete files.

*Only applies if the employee is transferring to or from UC San Diego Health.

After you have transferred or deleted the e-mail and network files:

• Notify your departmental security administrator (DSA) to terminate access to any of the following:
  • UCPath
  • OFC
  • Data Warehouse
    
    
• Notify your department's network administrator to terminate the employee's computer login to:
  • Local servers
  • Department dial-in service
  • E-mail service
  • Other local network operations and charges

Cancel or transfer access to the following, where applicable:

• Cell phone service
• Compass card (transit pass) 
• Department copy cards
  • Contact Imprints at imprints@ucsd.edu or (858) 534-2534
• Procurement Card
• Telecom services, including:
  • Authorization codes
  • Calling cards
  • Pagers
  • Radios
  • Telephones (land lines)
  • Voice mail
• Buyer code
  • Submit a Service Now ticket to IPPS. 
• Environment, Health & Safety privileges:
  • Notify EH&S if the employee was authorized to work with regulated materials, including:
    • Biohazardous material
    • Radioactive material
    • Controlled substances
    • Lasers
    • Select Agents
    • Human gene transfer clinical trials
• Reconcile all outstanding travel and entertainment advances and expenses 
• Notify UC San Diego Travel & Entertainment Card Customer Service that the employee is transferring to another department. 

• Verify that the employee returns these items:
  • Cell phones
  • Computers
  • Pagers
  • Radios
• Confirm receipt of:
  • Calling cards on all indexes
  • Copy cards
  • Procurement card
  • Department keys or key cards
• Check with your department's property administrator to ensure that the employee returned all UC equipment.

Remove the employee's name from following areas, where applicable:

• Emergency contact list
• Internal forms
• Office security codes, access codes on keypads
• Security alarm lists
• Web pages and directories