Finishing IT use at Oxford

Your entitlement to the full range of IT facilities ends on the expiry date we hold for your University card.

The expiry date may be earlier than printed on your physical card if:

• Your card is renewed with a non-qualifying status.
• Your card is cancelled by your college or department, for example if you resign or discontinue your course.
• Your card shows Congregation status but you are no longer on the Register of Congregation, following a move to a new department or college.

Your SSO account will expire a set time after the expiry of your University card:

• Staff, after 1 day
• Students that discontinue their course, after 1 day
• Students with card type UG, GR or GT, after 23 months*
• Students in all other cases, after 1 day

^{*To access the Student Self Service, Graduate Supervision System, and graduation ceremony booking in eVision.}

Short SSO extensions can be requested through the SSO Account Access Extension service request.

Students continuing to a course in the next academic year are notified if the account is extended to the new start date.

If you use a physical hardware token / security key to access your SSO account and need to return it before the expiry of your SSO account, you must first reset this or remove its authentication method from your account.

Your Remote Access account is removed with the expiry of your University card.

If your email address uses one of the following domains you may not be using Nexus365 email:

• bdi.ox.ac.uk
• ceu.ox.ac.uk
• cs.ox.ac.uk
• ctsu.ox.ac.uk
• infosec.ox.ac.uk
• innovation.ox.ac.uk
• maths.ox.ac.uk
• ndph.ox.ac.uk
• sbs.ox.ac.uk
• softeng.ox.ac.uk
• stats.ox.ac.uk

For information on these mailboxes, please contact your local IT Support Staff.

Secondary email accounts that you are the owner of start to wind down 1 day after the expiry of your University card.  They are removed 2 months later.

To identify secondary accounts that you own, check your IT Registration user information and look for accounts that do not use your SSO as the username.

You should transfer required accounts to another member of your team by completing the Generic Account Ownership Change service request.

You should ensure that any external account or service that uses your University email address is updated with an appropriate personal or unit address.

You will be removed as an owner of any mailing lists shortly after the expiry of your University card.  Mailing lists without an eligible privileged owner will be deleted if a replacement cannot be not found.

You can access the mailing list manager and check the left-hand side for any list memberships that have an admin button next to them.  If you are a privileged owner you can then add a new owner to the mailing list.

You should identify any teams or private channels that you are the owner of, ensuring that there is at least 1 other owner, but preferably 2 or more.

Teams meeting recordings hosted in Microsoft Stream will also require at least one other owner to prevent them from being deleted.

Access to Teams will stop a set time after the expiry of your University card:

• Staff, after 1 day
• Students that discontinue their course, after 1 day
• Students with card type UG, GR or GT (expiring before 1 June 2023), after 1 month
• Students with card type UG, GR or GT (expiring from 1 June 2023), after 3 months
• Students in all other cases, after 1 day

Documents required by you or your unit must be moved to an alternative storage location.

Access to your OneDrive documents are removed (including any shared with others) a set time after the expiry of your University card:

• Staff, after 1 day
• Students that discontinue their course, after 1 day
• Students with card type UG, GR or GT (expiring before 1 June 2023), after 3 month
• Students with card type UG, GR or GT (expiring from 1 June 2023), after 5 months
• Students in all other cases, after 1 day

Students continuing to a course in the next academic year are notified if the account is extended to the new start date.

OneDrive data is permanently deleted 30 days after access is removed.

Access to OneNote will stop a set time after the expiry of your University card:

• Staff, after 1 day
• Students that discontinue their course, after 1 day
• Students with card type UG, GR or GT (expiring before 1 June 2023), after 3 month
• Students with card type UG, GR or GT (expiring from 1 June 2023), after 5 months
• Students in all other cases, after 1 day

Documents within Nexus365 that you or others require should be moved to an alternative storage location.  OneNote documents may be able to be copied to a different account or exported in the following ways:

• Export notes from OneNote as a PDF (OneNote 2013, 2016 and 2021)
• Print an entire OneNote Notebook (OneNote Windows app)

If you use OneNote for Web, open your notebook, select Open in Desktop App, then follow the instructions above.

OneNote data is permanently deleted 30 days after access is stopped.

Your HFS backups will be disabled and subsequently deleted after you leave.

To transfer your HFS Spectrum Protect backups to a new owner, please contact hfs@ox.ac.uk when the new owner has been arranged. This is not possible for CrashPlan backups.

Your Linux account will not be accessible after the expiry of your University card.

Before your card expires:

• You can transfer any files you would like to keep using a secure FTP client (use server: linux.ox.ac.uk, port: 22).

After your card expires:

• Your account will no longer be accessible.
• Your account can be restored if your University card is renewed and Linux access requested again before your Linux account's deletion.

After 2 months of your account not being accessible:

• Your account is deleted.

Your personal web space will not be accessible after the expiry of your University card.

Before your card expires:

• You can transfer any files you would like to keep using a secure FTP client (use server: linux.ox.ac.uk, port: 22).
• You should update anywhere you advertise or have registered your http://users.ox.ac.uk/~username address.
• You can set your site to redirect to a different website.

After your card expires:

• Your pages will display 'The requested URL was not found on this server'.
• Your files will no longer be accessible.
• Your files can be restored if your University card is renewed and Linux access requested again before your Linux account's deletion.

After 2 months of your account not being accessible:

• Your account is deleted.
• Sites will no longer redirect to a different website.

Office 365 applications licenced using your University credentials will require a new licence when you leave the University.

Access to Office 365 applications will stop a set time after the expiry of your University card:

• Staff, after 1 day
• Students that discontinue their course, after 1 day
• Students with card type UG, GR or GT (expiring before 1 June 2023), after 1 month
• Students with card type UG, GR or GT (expiring from 1 June 2023), after 3 months
• Students in all other cases, after 1 day

Licences for other software provided by the University will end with the expiry of your University card, so this software should be removed from your devices.

You will lose access to LinkedIn Learning and the IT Learning Portfolio (Molly) after the expiry of your SSO account.

Records of your learning activities are saved by LinkedIn Learning, but you will only be able to access these if you subscribe again on an institutional or personal basis.

The University's IT Learning Centre will not have access to your course completion records once you leave.  If you think you will need evidence of your completed learning you should download evidence, such as PDF copies of course completion certificates, before your SSO expires.

Services provided by colleges and departments, that are controlled by your SSO account, will usually end at the same time as the expiry of your University card.

If you have any further queries please check with the local IT team.

If you use any of the following systems, please advise the support centre contact that you will be leaving:

If you are in receipt of a University pension, you may be able to retain access to your email and some IT facilities if you apply for the relevant Retiree’s Card (note: not all types of retiree's card entitles you to an email account).

For benefits available to University alumni please visit the Oxford Alumni website.