Before You Leave JCCC

Before you leave JCCC, it is important that you prepare and take steps to protect and save any data you may want in the future. The following information explains how long faculty, staff and retirees retain access to email and other campus systems.

Employees | Faculty | Students

Employees

Employees will lose access to most systems immediately following their last day of employment. All data in accounts the employee has will be deleted after 30 days including email, OneDrive account, and personal file storage on a JCCC device. Any files or data stored in group accounts (Teams, SharePoint, and YuJa) will not be deleted.

You are responsible for transferring email and data to your own personal storage prior to your employment ending. You can move them to physical storage or to personal cloud storage accounts at your discretion. Faculty– any course content that you wish to leave with colleagues at JCCC should be shared with them or transferred to their own personal accounts.

Google Stumail accounts attached to employees will follow the student policy and remain active for two years.

Employee Building Access and Phone

JCCC faculty and staff will lose access to Buildings including classrooms and employee phone extension after your last day at JCCC.  This will also include any phone voicemails.

Employee Single Sign On (SSO)

JCCC faculty and staff will lose access to their employee log-in privileges following the last day at JCCC. Your JCCC username and password will not provide access to employee resources.

JCCC Email

JCCC faculty and staff will lose access to their @jccc.edu email account and the data will be deleted following your last day at JCCC. We encourage all faculty and staff to begin the process of separating their personal data prior to leaving the institution. We also encourage changing any subscriptions or notifications you want to retain to a personal email address.

Faculty and staff may submit a request to receive a backup of their Outlook files to import into another, personal, email system via a PST file. Instructions on importing to a personal email account are below:

Microsoft Office 365 and OneDrive File Storage

JCCC faculty and staff will lose access to their employee log-in privileges following their last day at JCCC. We recommend that you download or move personal files on OneDrive to another storage option at least 30 days before you leave JCCC.

JCCC’s Microsoft licensing agreement does not give us the ability to continue free or discounted access to Microsoft Office for faculty or staff — including for retirees — after they leave the college. To continue using Microsoft Office, you can purchase Office 365 or Office Suite directly from Microsoft.

My JCCC

JCCC faculty and staff will lose access to Employee and Faculty information following your last day at JCCC. Reach out to JCCC Human Resources for any payroll or tax related questions hr@jccc.edu

Zoom

JCCC faculty and staff will lose access to their Zoom account following your last day at JCCC. Any of the cloud recordings generated will be deleted after 90 days.

This table shows the time employees and their supervisors have to access systems and documents for an offboarding faculty or staff member.

System Access Deletion (Supervisor Access)
My JCCC – Payroll and Employee Portal 0 days N/A
Email (@jccc.edu) 0 days 30 days
Canvas 0 days End of Semester
Employee Phone and Voicemail 0 days N/A
Microsoft OneDrive file storage 0 days 30 days
Microsoft 365 (Office) 0 days 30 days
Employee Building Access 0 days N/A
Banner 0 days N/A
Zoom Web Conferencing 0 days 90 days
Yuja Video – Media Management 0 days End of Semester
Blogs – JCCC WordPress sites 0 days 12 months

Faculty

Before your anticipated completion date, we recommend moving any course content that you wish to leave with colleagues at JCCC. Files and documents should be shared with them or transferred to their own personal accounts. In some cases (ex. YuJa content, Canvas courses), Ed Tech will be able to transfer ownership.

YuJa Media

JCCC faculty and staff will lose access to their YuJa account following your last day at JCCC. Any of the media they have generated will be deleted after 12 months. We would encourage you to download any personal files on YuJa to another storage option at least 30 days before you leave JCCC. YuJa proctoring recordings will be stored for one semester and then deleted.

Canvas

JCCC faculty and staff will lose access to their Canvas account following your last day at JCCC. All course content and gradebook data will be retained for a minimum of 18 months after final grades have been recorded. If you would like to keep your course content after you no longer have access to Canvas, you can export a “Course Cartridge” to import into another Canvas environment at a later date.

JCCC Blogs – WordPress

JCCC faculty and staff will lose access to their JCCC Blogs account following your last day at JCCC. Any personal pages or content published will be deleted after 12 months. New administrators for shared pages will need to be identified at least 30 days before you leave JCCC.

Students

My JCCC

If you are a current student, you will continue to access to the student resources and course information.

Google Email, Drive Storage & Photos

JCCC Google accounts @stumail.jccc.edu are tied to any student credit courses that the individual may currently be enrolled. These accounts for students are kept active for two years after any enrollment activity. If you are no longer enrolled in any courses, we would encourage you to you download or move personal files on Google to another storage option at least 30 days before you leave JCCC.

Canvas E-Portfolio

JCCC faculty, staff and students can add additional personal email addresses to this system as they leave or transfer to other institutions. The email settings allow for multiple accounts to be added prior to leaving JCCC. Access those settings here: https://portfolium.com/settings/email

System Access
Stumail, Google Drive, Google Photos 2 years
Canvas E-Portfolio Indefinite
My JCCC – Student Access Until Not Enrolled