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Finishing IT use at Oxford

When you leave Oxford, any IT Services managed accounts and services you have been using will be deactivated. This guide outlines what will happen to your accounts and what you might need to do.

Please note: It is your responsibility to secure any material before your card expires and accounts are disabled.

Undergraduate and Visiting Students

1. Card Expiry

  • Your entitlement to the full range of IT Services facilities ends with the expiry date of the electronic record of your University Card.
  • Find out more about Card Expiry

2. Single Sign-on (SSO) Account

  • Your SSO account will expire 11 months after card expiry. This is so that you can book your graduation ceremony in SITS/eVision, and have access to the Student Self Service and Graduate Supervision System (NB: OxCORT is not available to undergraduate leavers. If you need access to report content you should contact your College academic administrator).
  • Your SSO account is fully active during this 11 month period, although access to accounts other than those listed above maybe not be available.
  • You should ensure that you have registered an alternative email address before card expiry so that IT Services can issue you with a rescue code if you have problems logging into your SSO account. 

3. Alumni Email

4. Remote Access Account (Wi-Fi, eduroam, VPN)

  • Remote Access accounts are deleted promptly once your card expires.

5. College or Department Facilities

  • College or Department services which are controlled by your Oxford Single Sign-On account will usually terminate when your card expires.
  • If you have any questions check with the provider of your local service; IT Services does not hold any information about them.

6. Nexus Email

  • Please note: If you want to keep any of your email it is your responsibility to save your files elsewhere before your account is disabled.
  • Find out what happens to your email, including mailbox deletion dates and your options, when you leave Oxford in the Finishing IT use at Oxford - Email guide.

7. Clubs and Societies

  • If you are the owner of an IT Services account for a Club or Society you will need to find someone to take over the account as it will expire at the same time as your account. See the Clubs and Societies page for further details.

8. Lynda.com

  • You will lose access to the University’s subscription to Lynda.com when your Single Sign-On (SSO) username and password expire.  Records of your learning activities are saved by Lynda.com, but you will not be able to access these after SSO expiry unless you re-subscribe on either an institutional or personal basis.
  • If you think you will need evidence of your completed learning without having access to Lynda.com, you should download that evidence, for example PDF copies of course completion certificates, before your SSO credentials expire. The University's IT Learning Centre will not have access to those records once you leave Oxford.

Graduate Students

If others will be continuing your work, please ensure that files and web pages are transferred before you leave. IT Services regard your files as private property and it causes inconvenience to your successors if you have not made proper arrangements in advance. 

If you are the owner of a non-personal account, you or your IT Officer can transfer ownership by contacting IT Services registration, otherwise the account will be deleted when you leave. 

1. Card Expiry

  • Your entitlement to the full range of IT Services facilities ends with the expiry date of the electronic record of your University Card.
  • Find out more about Card Expiry.

2. Single Sign-on (SSO) Account

  • Your SSO account will expire 11 months after card expiry. This is so that you can book your graduation ceremony in SITS/eVision, and have access to the Student Self Service and Graduate Supervision System.
  • Your SSO account is fully active during this 11 month period, although access to accounts other than those listed above maybe not be available.
  • You should ensure that you have registered an alternative email address before card expiry so that IT Services can issue you with a rescue code if you have problems logging into your SSO account. 

3. Remote Access Account (Wi-Fi, eduroam, VPN)

  • Remote Access accounts are deleted promptly once your card expires.

4. College or Department Facilities

  • College or Department services which are controlled by your Oxford Single Sign-On account will usually terminate when your card expires.
  • If you have any questions check with the provider of your local service; IT Services does not hold any information about them.

5. Nexus Email

  • Please note: If you want to keep any of your email it is your responsibility to save your files elsewhere before your account is disabled.
  • If you have used your personal email address [firstname.lastname@unit.ox.ac.uk] to sign up for any external services on behalf of your unit/department, for example, social media accounts you must change this so that your colleagues can continue to access these services.
  • Find out what happens to your email, including mailbox deletion dates and your options, when you leave Oxford in the Finishing IT use at Oxford - Email guide.

6. Alumni Email

7. Sympa Mailing List Owners

  • If you are a mailing list owner you must add a new owner to the mailing list. Make sure that you add the new owner before you remove yourself as an owner.

8. Project Accounts

  • Project accounts will expire at the same time your Single Sign-On account expires.
  • You should arrange for the account to be transferred to another member of your team. Email details of the new account holder to help@it.ox.ac.uk to arrange the transfer.

9. Linux Accounts

10. Web Space

  • Personal web space on http://users.ox.ac.uk/ will be unavailable once your card expires, and will be deleted two months after card expiry.
  • See more detailed information about your web space.

11. TSM

  • If you have your desktop or any other computers registered for TSM backup, or you are the contact for error messages on any TSM node, please email us at registration@it.ox.ac.uk if your backups are no longer required.
  • If the files will continue to be used after you leave, please email us or ask your IT officer to contact us when the new owner has been arranged.
  • The terms of the TSM client licence require you to uninstall any TSM client software from your PC(s) when you leave Oxford.

12. Clubs and Societies

  • If you are the owner of an IT Services account for a Club or Society you will need to find someone to take over the account as it will expire at the same time as your account? See the Clubs and Societies page for further details.

13. Lynda.com

  • You will lose access to the University’s subscription to Lynda.com when your Single Sign-On (SSO) username and password expire.  Records of your learning activities are saved by Lynda.com, but you will not be able to access these after SSO expiry unless you re-subscribe on either an institutional or personal basis.
  • If you think you will need evidence of your completed learning without having access to Lynda.com, you should download that evidence, for example PDF copies of course completion certificates, before your SSO credentials expire. The University's IT Learning Centre will not have access to those records once you leave Oxford.

Staff

If others will be continuing your work, please ensure that files and web pages are transferred before you leave. IT Services regard your files as private property and it causes inconvenience to your successors if you have not made proper arrangements in advance. 

If you are the owner of a non-personal account, you or your IT Officer can transfer ownership by contacting IT Services registration, otherwise the account will be deleted when you leave. 

1. Card Expiry

  • Your entitlement to the full range of IT Services facilities ends with the expiry date of the electronic record of your University Card.
  • Find out more about Card Expiry.

2. Single Sign-on (SSO) Account

  • Your SSO account will be disabled when your card expires and you won’t be able to log into Webauth-protected services and resources.

3. Remote Access Account (Wi-Fi, eduroam, VPN)

  • Remote Access accounts are deleted promptly once your card expires.

4. College or Department Facilities

  • College or Department services which are controlled by your Oxford Single Sign-On account will usually terminate when your card expires.
  • If you have any questions check with the provider of your local service; IT Services does not hold any information about them.

5. Nexus Email

  • Please note: If you want to keep any of your email it is your responsibility to save your files elsewhere before your account is disabled.
  • If you have used your personal email address [firstname.lastname@unit.ox.ac.uk] to sign up for any external services on behalf of your unit/department, for example, social media accounts you must change this so that your colleagues can continue to access these services.
  • Find out what happens to your email, including mailbox deletion dates and your options, when you leave Oxford in the Finishing IT use at Oxford - Email guide.

6. University Administrative Systems

If you use any of the following systems please contact the relevant Support Centre to let them know that you are leaving:

7. Sympa Mailing List Owners

  • If you are a mailing list owner you must add a new owner to the mailing list. Make sure that you add the new owner before you remove yourself as an owner.

8. Project Accounts

  • Project accounts will expire at the same time your Single Sign-On account expires.
  • You should arrange for the account to be transferred to another member of your team. Email details of the new account holder to help@it.ox.ac.uk to arrange the transfer.

9. Linux Accounts

10. Web Space

  • Personal web space on http://users.ox.ac.uk/ will be unavailable once your card expires, and will be deleted two months after card expiry.
  • More detailed information about your web space.

11. TSM

  • If you have your desktop or any other computers registered for TSM backup, or you are the contact for error messages on any TSM node, please email us at registration@it.ox.ac.uk if your backups are no longer required.
  • If the files will continue to be used after you leave, please email us or ask your IT officer to contact us when the new owner has been arranged.
  • The terms of the TSM client licence require you to uninstall any TSM client software from your PC(s) when you leave Oxford.

12. Lynda.com

  • You will lose access to the University’s subscription to Lynda.com when your Single Sign-On (SSO) username and password expire.  Records of your learning activities are saved by Lynda.com, but you will not be able to access these after SSO expiry unless you re-subscribe on either an institutional or personal basis.
  • If you think you will need evidence of your completed learning without having access to Lynda.com, you should download that evidence, for example PDF copies of course completion certificates, before your SSO credentials expire. The University's IT Learning Centre will not have access to those records once you leave Oxford.

Retiring Staff

  • If you are in receipt of a University pension you are entitled to apply for a Retiree’s Card and may be able to retain access to your email and some IT facilities. See the Retiree’s Card information on the Estates Services website for further information.
  • If you do not apply for a Retiree’s Card your accounts will all expire as outlined for Staff above.  

Further information

Written by IT Services. Latest revision 19 December 2017