This provides you with an outline of what happens to your IT accounts when you move to a new role at a different department or college at the University.
If you are leaving the University see the Finishing IT use at Oxford guide.
You will need to ensure that your University card details are updated to those of your new department or college when you start your new job. Your new department or college will be able to help you with this. If your details aren’t updated your card will expire, causing you to lose access to IT facilities.
- IT Services and the University Card
- University Card information from Estates Services
- You can check the level of IT Services you are entitled to on the Card and IT Service Entitlements page
Oxford Account / Single Sign-On username
Your Oxford Account / Single Sign-On username and password will stay the same. Make sure that your University card is updated with your new department or college details to ensure that your account doesn’t expire.
Remote Access Account (Wi-Fi and VPN)
Your Remote Access Account username and password will stay the same. If your University card expires the account will be cancelled. If this has happened you can register for a remote access account once your University card has been updated.
Your email address will change to reflect your new department or college. Mail will continue to be delivered to you via your old email address for 2 months after you have moved to a new email address. After this email will be returned to the sender as undeliverable.
Nexus email and calendars
Your email and calendar will move with you to your new role; your login details remain the same and email from your previous role will be kept.
A small number of units and departments don’t use Nexus email and calendars. If you don’t use Nexus email in your current or new role contact your local IT service for assistance.
If you are an owner of a Sympa mailing list you will need to transfer ownership to one of your colleagues. Details of how to add a new owner are available on the Sympa Mailing List FAQs. Make sure that you add a new owner before you remove yourself as an owner.
If you don’t add a new owner to the mailing list you will continue to own the mailing list after you have moved to your new role.
If you are a project account owner you will need to arrange for the account to be transferred to someone else in your team before you leave.
You, as the owner, need to contact firstname.lastname@example.org with details of the account and the new owner. If you don’t arrange for the account to be transferred you will continue to be the owner of the account after you have moved to your new role.
University Administrative Systems
If you are currently using, and will continue to need to use, any of the following administrative systems in your new role contact the relevant Support Centre for guidance. Access to these systems will not automatically move with you.
- Development and Alumni Relations (DARS) | contact: email@example.com
- Financials (Oracle R12) | contact: firstname.lastname@example.org
- HR Information Systems (CoreHR) | contact email@example.com
- Student Systems – Student Records (SITS Vision / eVision) | contact: firstname.lastname@example.org
- X5 Research Costing | contact: X5Helpdesk@it.ox.ac.uk
- Research Case Management (GoPro) | contact: email@example.com
Personal web space
If you have registered for personal web space your account will remain the same, providing your University card remains valid.
If you are using your personal web space for any activities with your current unit, department or college you will need to arrange to transfer the information to one of your colleagues or to a department or college web presence so that this can continued to be used and updated.
- Information on how to copy files and set up redirects is available on the Finishing IT Use at Oxford guide.
- Personal and Societies Web Space
If you have set up a Linux account your account details will remain the same when you move to your new role.
College or Department Facilities
College or Department services will usually terminate when you move to a new department or college. If you have any questions check with your department or college IT service.
If you need to keep any material that you have saved on your current unit, department or college IT facilities you will need to save these elsewhere before you move to your new role (eg to your own personal computer, memory stick or hard disk). If you need any assistance contact your local IT support staff, or the IT Services Help Desk if local staff are not available.