What do I need to do prior to leaving the institution?

Employee:

Notes: 

Information that contains PII, is covered by copyright, or is the intellectual property of another user, should never be exported or copied. 

What is PII? 

Personally identifiable information for education records is a FERPA term referring to identifiable information that is maintained in education records and includes direct identifiers, such as a Social Security Number (SSN) or GPA, Indirect identifiers, such as a student’s gender, or other information which can be used to distinguish or trace an individual’s identity either directly or indirectly through linkages with other information. 

Directory information is NOT considered PII and is therefore NOT protected. According to SUNY Erie's website, directory information is considered: 

• name, address, telephone number, ECC email address, picture, student ID number, academic program, date of birth, and ECC home campus location; and
• previous institution(s) attended, major field of study, awards, honors (includes dean's list) and degree(s) conferred including dates; and
• past and present participation in officially recognized sports and activities, physical factors (height, weight of athletes).

What works are considered "copyrighted" and "intellectual property of another user"? 

Copyright protects “original works of authorship” that are fixed in a tangible form of expression. These works include the following categories: 

• Another professor's lesson plans
• literary works
• musical works, including any accompanying words 
• dramatic works, including any accompanying music 
• pantomimes and choreographic works 
• pictorial, graphic, and sculptural works 
• motion pictures and other audiovisual works 
• sound recordings 
• architectural works 

These categories should be viewed with a wide lens. For example, computer programs built for courses and most video “compilations” may be registered as “literary works”; maps and architectural plans may be registered as “pictorial, graphic, and sculptural works.” 

Steps:

1. Provide any data or access relating to college business or operation to your supervisor or designee in your area
2. Consider backing up or exporting:
   • Email
     • Export/forward email
     • Contacts
     • Calendar
   • OneDrive
   • LMS Courses
   • User data on computer
   • User data on College issued cell phones
3. Review any non-College accounts that are tied to your email address and change the address to a personal one 
4. Return all College laptops, portable peripherals, and cell phones to Human Resources.  Under no circumstances should these devices be transferred to another user.   Docking stations, monitors, desktop phones, and any connected devices should be left in your office.   

Students: 

Notes: 

Student accounts remain active for one year following the last day of the semester that was attended.  However, as an unregistered student, access is limited to MyECC, email, OneDrive, and Workday.

1. Consider backing up or exporting:
   • Email
     • Export/forward email
     • Contacts
     • Calendar
   • OneDrive
2. Review any non-College accounts or services that are tied to your email address and change the address to a personal one.