Lab Exit Protocol

§1 Overview

When someone leaves the lab, everything they have created — data, processed objects, code, documentation — becomes part of the lab's permanent record. The exit process ensures that record is complete, organized, and accessible to whoever works on the project next.

The same process applies when concluding work on a specific project, even without leaving the lab. A project that ends without a clean handoff creates a burden for whoever returns to it later.

§2 Data and files

Transfer everything to the lab server

Any data, processed objects, scripts, or outputs stored on personal hard drives, personal laptops, or HPC scratch space must be transferred to the Raredon Lab server before your final day. Data that exists only on personal hardware is at risk of permanent loss once you leave. Data that exists only on HPC scratch space may be deleted automatically after your account becomes inactive.

Organize before you transfer

Transfer organized, labeled files — not a dump of everything from your desktop. Take the time to clean up directory structures, remove obvious redundancies, and label files clearly before copying them to the server. An organized transfer is genuinely useful to future lab members; a disorganized one creates confusion that may persist for years.

Write a handoff document

For each major dataset or project, write a short handoff document (a README or markdown file in the relevant directory) that describes:

• What the project was and what was accomplished
• The current state of the analysis (what is complete, what is in progress, what was abandoned and why)
• Where the key files are and what each major saved object contains
• What a new person would need to do to continue the work
• Any known issues, open questions, or things to watch out for

This document does not need to be long. A page or two is sufficient for most projects. The goal is that someone arriving at this work without context can orient themselves without having to track you down.

§3 GitHub

• Commit and push all local work to your personal forks before your last day. No uncommitted code should remain on your local machine at exit.
• Open any outstanding pull requests to the relevant origin repositories so that your work is visible and accessible to the team.
• Discuss with the PI whether any of your personal forks should be merged into origin before your departure, or whether specific branches should be preserved or closed.
• Your GitHub account and personal forks will remain accessible after you leave. You will retain authorship credit for contributions made while in the lab.

§4 Accounts and access

• HPC access: Notify YCRC to deactivate your McCleary account after your files have been transferred and your departure is confirmed with the PI.
• Lab server: Access will be deactivated by the PI or lab administrator after your exit meeting.
• SharePoint: Access will be managed by the PI after departure.
• GitHub: Your collaborator status on RaredonLab repositories will be reviewed with the PI. In most cases, alumni retain read access.
• Slack: Notify the PI so your account can be managed appropriately for the workspace.

§5 Exit checklist

Work through the following before your last day. Review the completed checklist with the PI at your exit meeting.