Leaving Smith (Employees)

We’re sorry to see you go! Before you leave Smith College, please review the following information on preparing for a smooth transition before your account expires and returning your Smith equipment.

Account Expiration

Staff - Your access to your Smith accounts and applications—such as Smith email, Google Drive, Moodle, and Zoom—will expire within 24 hours of your last day i.e. termination date. 

Faculty - Your access to your Smith accounts and applications—such as Smith email, Google Drive, Moodle, and Zoom—will expire 30 days from your last day i.e. termination date. (This does not apply to those with emeriti status.)

Update Your Email Settings

Set Up an Out-of-Office Reply

To alert people that you have left the college, use the Vacation Responder to set up an automatic out-of-office reply in your Smith Mail account. After your account expires, vacation responses will no longer be sent. For instructions, visit the Gmail Help Center article, Vacation Responder.

Forward Incoming Emails to an Alternate Address

Work with a supervisor or other staff in your department to decide what to do with messages that come to your email account after you leave. You can automatically forward new email messages to another Smith user account or your personal account, or you can forward different types of messages to other email addresses. For instructions, visit Automatically Forward Gmail Messages to Another Account. After your account expires, messages will no longer be forwarded.

Share and Transfer Files

To avoid your department losing your work and files after your departure, we recommend that you ensure others on your team have access to files and folders containing Smith data. For more information, see Transfer Ownership of Smith Files. 

Return Smith-Assigned Computers & Devices

You must return Smith-owned computers and devices that are assigned to you or are in your possession. To return equipment to Seelye Hall before leaving the college, please make an appointment by emailing ithelp@smith.edu. To have ITS collect desktops and other equipment from your office following your last day, please submit a ticket. (Note: ITS will wipe out all data and files on these devices before they are reassigned.)

Update Personal Apps that Use Your Smith Email Address

If you used your Smith email address to set up external accounts, be sure to change the email address for those accounts before your Smith account expires. Additionally, find out if your Smith email is a second form of authentication on other accounts, such as personal email or banking accounts. For instructions on how to change your email address in a few popular apps, visit the following links: Facebook, Apple ID, Twitter, YouTube, Office 365.

Consider a Personal Office 365 Account

Once your account has been disabled, you will no longer have access to Office 365 through Smith. To see offers from Microsoft, visit the Office 365 Personal page. Learn how to switch your Office 365 subscription. If you are not planning to switch to a personal subscription, you should download any files that you may want to retain. For instructions, visit Download files and folders from Onedrive.

Workday Access

As a former Smith employee, you will continue to use Workday to view and print your W-2s, payslips, and other personal information. However, after your regular Smith account has expired, you can no longer access Workday using the Smith Portal or previously bookmarked links. You will have new Workday credentials.

You will be sent two email messages with post-Smith Workday account information and detailed instructions on how to access Workday as a former employee. Follow the instructions carefully and bookmark the included link for future reference.