CCA employees who are departing from CCA should consider how to best prepare their saved work prior to departing. Please review each section below, and take action to be sure that the privacy of your personal information is preserved, and your departmental files are appropriately saved for ongoing use by your colleagues when you leave CCA.

• Overnight on the day following your last day of employment, your CCA account will be disabled. You will no longer be able to login to any CCA system using your CCA username and password.
• Your @cca.edu Google account will automatically be suspended. Senders will receive a bounced email response.
• If your manager requests it, we will re-enable your @cca.edu Google account, and give your manager (or their designee) access to your email. They will be able to view all emails in your inbox, including any items in your sent or deleted folders.
• Your Google Drive folder will be transferred to a shared drive to preserve any files in those folders. Your manager may request access to this shared drive for themselves or another staff member.
• The contents of your Gmail account and Google Drive folder will be saved in accordance with the Google Workspace Data Retention Policy. After the appropriate time period expires, they will be permanently deleted.

You will lose all access to your employment records in Workday after your last day of employment (unless you are continuing as a degree-seeking student). Any future needs for payslips or W-2 documents will need to go through an email request to payroll@cca.edu. If you believe you may need access to payslips or past W-2 documents, please download those from Workday prior to your last day of employment.

Any other questions about your employee records can be directed to hr@cca.edu, or your payroll or tax records to payroll@cca.edu.

If you were issued a staff laptop, you will be asked to turn in your laptop on your last day of employment. Someone from the Help Desk will reach out to you to make arrangements for this.

Please be sure to also return the power adapter and dongle that were issued to you with the laptop.

When your laptop is received, it will be completely wiped of any files on the hard drive. If you have any personal or work-related documents that should be preserved, please migrate them as appropriate to a departmental Google Shared Drive.

As a general rule, employees are strongly encouraged NOT to store any personal documents in their @cca.edu Google Drive account, as once you leave CCA, you will no longer have access to these files. Please also be aware that the contents of your Google Drive may be made accessible to your manager, the next person to take your position, or other CCA staff as requested by your manager.

We strongly recommend departing employees take the following steps:

• Review the contents of your Google Drive to identify any personal documents or files
• If you want to preserve these documents, download and migrate to personal storage (e.g. your personal Google drive account)
  • Note that employees are NOT permitted to transfer ownership of CCA files, and are not permitted to use Google Takeout. So the above is the only method of transferring these files to your personal account.
• Delete these documents from your @cca.edu Google Drive folder

Any documents in your personal Google Drive folder that would be useful for ongoing access by your colleagues should be moved to the appropriate Google Shared Drive. Please refer to this Knowledge Base article for recommendations around using Shared Drives:

Manage Your Google Account Storage & Files

If you are unclear about where files should be moved, please work with your manager to identify the best shared drive for your files. If an appropriate Shared Drive does not yet exist, please work with your manager to request a new Shared Drive via the Help Desk (helpdesk@cca.edu).

Please also delete any documents or files that are no longer relevant or needed by your manager or colleagues. Ideally, before you leave CCA, your Google Drive folder would only contain documents that are appropriate for your manager’s eyes only.

Departing employees should be aware that their @cca.edu email may be delegated to their managers or other staff for the purpose of managing ongoing business. Departing employees are strongly encouraged to review the Gmail for any personal emails, and to permanently delete these emails prior to their departure.

Please also review any personal subscriptions that you may have signed up for using your @cca.edu email account, and unsubscribe from these subscriptions.

You may also want to review any services for which you used your @cca.edu Google account to authenticate. You can view these services here: https://myaccount.google.com/connections. You will no longer be able to login to this account, so you may want to delete those accounts, or transfer to a personal account as appropriate.

Your Adobe Creative Cloud account under CCA’s license will be discontinued on the day following your departure from CCA. If you’ve saved any assets in this account, please review the Adobe Asset Migration Guide for more details.

You will lose access to your Zoom account and any cloud recordings that have been saved in your account. Please review and delete as appropriate.

If you have been issued a Zoom Phone account, you will lose access to this phone line on the day following your departure. Any saved voicemails will be saved, and if your phone line is transferred to another employee in the future, they will have access to these voicemail messages. Please review and delete as appropriate.

You will no longer be able to access your CCA Dashlane account following your departure from CCA, including all login credentials and other stored information. By your last day of work, please make sure to review and update share settings for any credentials shared with your colleagues in Dashlane to ensure that they can continue to use those accounts and update login information moving forward.