Finishing IT use at Oxford

Please note:

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

 
UNDERGRADUATE AND VISITING STUDENTS

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Your entitlement to the full range of IT Services facilities ends with the expiry date of the electronic record of your University Card. This may be earlier than the date printed on your card if:

  • Your card has been cancelled by your college or department (for example if you discontinue your course).
  • Your card has been renewed with a non-qualifying status (for example Bodleian reader).
  • If you move within the University and you are not sure if your new status is valid for computing facilities, you can check by using the entitlements page. See the University Card page if you are not sure of the renewal procedure.
  • Your SSO account will expire 23 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 23 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. 

Depending on how you have chosen to set up your Multi-factor authentication will determine what action you need to take.

 

  1. You will need to sign in to myaccount.microsoft.com with your login details.
  2. Once you are logged in, go to the Security info page.
  3. On that page you must delete any of the verification methods associated with your Oxford Multi-factor authentication set-up.
  4. If you have downloaded the Microsoft Authenticator App, delete Oxford SSO from that.
  5. If you have purchased a hardware token, disconnect that from the account.
  6. If your department or college has purchased the hardware token on your behalf then once disconnected return the hardware token to your department or college.
  • The Alumni Email Forwarding service is no longer accepting new registrations. It is currently under review and no new addresses are being created until further notice.
  • In the meantime, please consider joining My Oxford Network, a professional networking platform exclusive to Oxford alumni. Connect with alumni across the world – find a mentor, sign up for events, and much more: Join the Network
  • For information on other benefits offered to alumni, please visit: Alumni Benefits
     
  • Remote Access accounts are deleted promptly once your card expires.

 

  • 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.

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.

 
  • Any departmental or college documents held on your Nexus365 OneDrive that are required after you have left should be moved to an appropriate alternative storage location, accessible to your college or department, before your account is disabled.
  • Find out what happens to your account, including mailbox and OneDrive data deletion dates and your options, when you leave Oxford in the Finishing IT use at Oxford - Nexus365 Account guide.
  • 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.

 

  • You will lose access to LinkedIn Learning and the IT Learning Portfolio (Molly) when your Single Sign-On (SSO) username and password expire.  Records of your learning activities are saved by LinkedIn Learning, 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 LinkedIn Learning and the IT Learning Portfolio (Molly), 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. 

Expand All

Your entitlement to the full range of IT Services facilities ends with the expiry date of the electronic record of your University Card. This may be earlier than the date printed on your card if:

  • Your card has been cancelled by your college or department (for example if you discontinue your course).
  • Your card has been renewed with a non-qualifying status (for example Bodleian reader).
  • If you move within the University and you are not sure if your new status is valid for computing facilities, you can check by using the entitlements page. See the University Card page if you are not sure of the renewal procedure.
  • Your SSO account will expire 23 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 23 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. 

Depending on how you have chosen to set up your Multi-factor authentication will determine what action you need to take.

  1. You will need to sign in to myaccount.microsoft.com with your login details.
  2. Once you are logged in, go to the Security info page.
  3. On that page you must delete any of the verification methods associated with your Oxford Multi-factor authentication set-up.
  4. If you have downloaded the Microsoft Authenticator App, delete Oxford SSO from that.
  5. If you have purchased a hardware token, disconnect that from the account.
  6. If your department or college has purchased the hardware token on your behalf then once disconnected return the hardware token to your department or college.
  • The Alumni Email Forwarding service is no longer accepting new registrations. It is currently under review and no new addresses are being created until further notice.
  • In the meantime, please consider joining My Oxford Network, a professional networking platform exclusive to Oxford alumni. Connect with alumni across the world – find a mentor, sign up for events, and much more: Join the Network
  • For information on other benefits offered to alumni, please visit: Alumni Benefits

 

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

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. 

 
  • Any departmental or college documents held on your Nexus365 OneDrive that are required after you have left should be moved to an appropriate alternative storage location, accessible to your college or department, 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 account, including mailbox and OneDrive data deletion dates and your options, when you leave Oxford in the Finishing IT use at Oxford - Nexus365 Account guide.

 

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.

  • 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.

Linux accounts will be deleted two months after card expiry. During this period:

  • You will not be able to log in for interactive computing or access to your files, so any material of value should be copied elsewhere before your card expiry date.
  • You will not be able to access your files through other means such as scp.
  • Your files will become accessible again if the account is renewed within two months and you re-request linux access.

Saving files

If you would like to keep any of your files you must save these before your card expires.

  • Files can be copied using a secure FTP client such as SSH.
  • If you have network access to another secure system, the scp (secure copy) command can be used. This has facilities for copying multiple files or directory trees in a single command.
  • 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.
  • If you have registered your http://users.ox.ac.uk/ ~username web URL with an external agency, or you have it advertised in some permanent way, these references must be changed and you must arrange this before your accounts expires.

Expiry

  • Any 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. During this period:
  • Anyone visiting your pages will see the response The requested URL was not found on this server.
  • You will not be able to update your web pages.
  • Your web pages will become accessible again if the account is renewed within two months and you re-request web access.

Redirecting to a new site

Copying files

  • If you wish to keep your files or transfer them to a colleague you will need to copy them:
  • For a small simple site, go to each page and save copies of pages and images using your browser's Save As facility.
  • Use a standard secure FTP client to transfer folders from the server to your client system. Windows-oriented programs such as WS_FTP will usually allow you to transfer the entire site in a single operation. For maximum portability, HTML files should be copied as ASCII, and images (.jpg, .gif, etc) as binary.
  • Web space is accessible from your Linux account and can be copied using the methods recommended for Linux files.
  • 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 contact the Service Desk at help@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.
  • 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.
  • You will lose access to LinkedIn Learning and the IT Learning Portfolio (Molly) when your Single Sign-On (SSO) username and password expire.  Records of your learning activities are saved by LinkedIn Learning, 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 LinkedIn Learning and the IT Learning Portfolio (Molly), 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 other staff 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. 

Expand All

Your entitlement to the full range of IT Services facilities ends with the expiry date of the electronic record of your University Card. This may be earlier than the date printed on your card if:

  • Your card has been cancelled by your college or department (for example if you resign).
  • Your card shows Congregation status but you are no longer on the Register of Congregation (this can happen if you change department or college).
  • Your card has been renewed with a non-qualifying status (for example Bodleian reader).
  • If you move within the University and you are not sure if your new status is valid for computing facilities, you can check by using the entitlements page. See the University Card page if you are not sure of the renewal procedure.
  • Your SSO account will be disabled when your card expires and you won’t be able to log into Single Sign-On protected services and resources.

 

Depending on how you have chosen to set up your Multi-factor authentication will determine what action you need to take.

  1. You will need to sign in to myaccount.microsoft.com with your login details.
  2. Once you are logged in, go to the Security info page.
  3. On that page you must delete any of the verification methods associated with your Oxford Multi-factor authentication set-up.
  4. If you have downloaded the Microsoft Authenticator App, delete Oxford SSO from that.
  5. If you have purchased a hardware token, disconnect that from the account.
  6. If your department or college has purchased the hardware token on your behalf then once disconnected return the hardware token to your department or college.
  • Remote Access accounts are deleted promptly once your card expires.
  • 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.

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. 

 
  • Any departmental or college documents held on your Nexus365 OneDrive that are required after you have left should be moved to an appropriate alternative storage location, accessible to your college or department, 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 account, including mailbox and OneDrive data deletion dates and your options, when you leave Oxford in the Finishing IT use at Oxford - Nexus365 Account guide.
  • 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.
  • 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.

 

Linux accounts will be deleted two months after card expiry. During this period:

  • You will not be able to log in for interactive computing or access to your files, so any material of value should be copied elsewhere before your card expiry date.
  • You will not be able to access your files through other means such as scp.
  • Your files will become accessible again if the account is renewed within two months and you re-request linux access.

Saving files

If you would like to keep any of your files you must save these before your card expires.

  • Files can be copied using a secure FTP client such as SSH.
  • If you have network access to another secure system, the scp (secure copy) command can be used. This has facilities for copying multiple files or directory trees in a single command.

 

  • 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.
  • If you have registered your http://users.ox.ac.uk/ ~username web URL with an external agency, or you have it advertised in some permanent way, these references must be changed and you must arrange this before your accounts expires.

Expiry

  • Any 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. During this period:
  • Anyone visiting your pages will see the response The requested URL was not found on this server.
  • You will not be able to update your web pages.
  • Your web pages will become accessible again if the account is renewed within two months and you re-request web access.

Redirecting to a new site

Copying files

  • If you wish to keep your files or transfer them to a colleague you will need to copy them:
  • For a small simple site, go to each page and save copies of pages and images using your browser's Save As facility.
  • Use a standard secure FTP client to transfer folders from the server to your client system. Windows-oriented programs such as WS_FTP will usually allow you to transfer the entire site in a single operation. For maximum portability, HTML files should be copied as ASCII, and images (.jpg, .gif, etc) as binary.
  • Web space is accessible from your Linux account and can be copied using the methods recommended for Linux files.

 

  • 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 contact the Service Desk at help@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.
  • You will lose access to LinkedIn Learning and the IT Learning Portfolio (Molly) when your Single Sign-On (SSO) username and password expire.  Records of your learning activities are saved by LinkedIn Learning, 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 LinkedIn Learning and the IT Learning Portfolio (Molly), 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.  

 

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