IT ServicesStudents

Finalists and Alumni

Changes to your Services

IT Account Status

If you are leaving the University this year, returning to study after a gap year or Placement, or you are a University Alumni, the status of your IT account will change to reflect this. Please click on the information tabs below for actions you may need to take. 

 If you need further assistance, please contact IT Services by e-mailing IT.Services@lboro.ac.uk, or by phoning (01509) 222333

Important Information: Changes to your Alumni Services

Decommissioning of Alumni email

As a result of updates to the way the University is managing its IT Systems, a number of changes are taking place which heavily effect all Google services the University supplies to its students, staff and alumni. This includes alumni email accounts, which means that @alumni.lboro.ac.uk email accounts will be unavailable from 1st December 2017.

This change follows a university-wide consultation that began in 2015 which considered the needs of the University in the changing digital landscape and will allow the University to unify the majority of its services and replace them with cloud-based solutions through the Microsoft Office 365 suite.

All current Google services available to all students and Alumni will be decommissioned on 1 December 2017 - this includes the @alumni.lboro.ac.uk email accounts. Unfortunately, Microsoft does not offer an alumni-email product which is compatible with Office 365 suite.

The University has taken into consideration all the implications that this change will have on alumni services and the alumni that use them throughout the full consultation and implementation period.

Further information and advice is available on the Alumni Association pages, including some helpful FAQs.  

Important Information: Action Required if Leaving

Account expiry will apply to all final year undergraduate students and any students who are terminating their period of study.

On completion or termination of your studies, your student record will be updated to reflect that you are leaving. Once your record shows you have completed or terminated your studies, your IT user account will enter a 30 day expiry period. Unfortunately, we cannot specify the exact date that this will happen, as it varies from course to course.

During the 30 day expiry period, you will have full access to services to systems such as Email, Google Apps, Learn, Athens and your Documents area (U drive). However, after this period, access to your account, and all University systems, will expire.

What will happen to my IT account?

Loughborough University IT Services will send out notifications via email prior to the end of the academic year to notify students of the action they need to take prior to account expiration to help prevent permanent loss of data.

Account expiry will affect your access to systems such as Email, Learn, Google Apps, OneDrive, Athens and your Documents area (U drive) will lapse.

In preparation, we strongly advise that you start backing up any files, documents and downloads that you may wish to retain for future use. 

ACTION YOU NEED TO TAKE NOW

BACK UP

 Any emails that you may need in future from your student mailbox.

 Any data you wish to keep from all of your Google Apps (see tab 'Backup your Google Apps')

(Google Drive, Google Calendar etc.)

IF you have started to use OneDrive with your student account, you will need to backup this data as well. 

Any information from Learn that you may need in future (Module content, exam results, lecture notes etc.)

You can download or export content.

Any files you have saved in your Documents area (U-drive) to a USB, or other personal storage areas for future use.

UPDATE

Any online accounts which you have registered using your university email address. Replace this with your personal (none-university) email address.

(Amazon, online store accounts, social media accounts etc.)

If you want to continuing using Google services, you will need to create a new account (do not use a lboro.ac.uk address), then import your data from the Google Takeout process.

Contacts and documents which quote your University email address. Replace this with your personal (none-university) email address.

(On your CV, job applications, with companies you have been in contact with etc.)

REDEEM

Any remaining Print Credits by taking your student card and bank card to Creative & Print Services in the Herbert Manzoni Building. Credit that is not redeemed prior to account expiry will be lost.

Creative & Print Services is open Monday-Friday 8.30am-5pm. They can also be contacted via print@lboro.ac.uk or tel (01509) 222190.

Backing up Google Data using Google Takeout

Below are instructions for backing up your Google data, so that you can access the data once your Loughborough Google account has been disabled.

Instructions can be viewed (Video); printed out (PDF), or followed step-by-step on the page below. Choose whichever format you prefer.

When you have completed this process, return to the Returners homepage for instructions on importing key components into Microsoft Office 365. 

Please note - your Contacts cannot be backed up using this method, separate instructions are available here.

TIP: If your Google Drive has a lot stored in it, delete any files you no longer need before starting the google Takeout process.

Due to data size and required storage space, we recommend you follow this process on your laptop or desktop (not mobile device).

Step 2

Open a separate tab and visit the Google Takeout website:

https://www.google.com/settings/takeout

Step 3

Make sure all Google products you want to move have a green tick in the check box next to them. Safest selection is to select ALL.


Click NEXT

Step 4

In the new window:

Select ZIP

Select Send Download link via email

then Create Archive

Google will start converting and archiving all the Google content you ticked

Step 5 Takeout 8

Google will send an email when your archive is ready for download. This may take some time depending on how much data is being transferred

Step 6 Improved Google email re Takeout

When you receive the email from Google, select Download Archive

and save to the location of your choosing

Step 7

Once downloaded, extract the files from the .zip folder, so that you can access them when importing in the future. 

Your Google Drive files should now be available in Microsoft Office formats in the archive.

 

*Instructions are available to import your Calendars and Contacts into Microsoft Office 365 Outlook and to upload your Google Drive files into OneDrive for Business

When will my account expire?

On completion or termination of your studies, your student record will be updated to reflect that you are leaving. Once your record shows you have completed or terminated your studies, your IT user account will enter a 30 day expiry period. Unfortunately, we cannot specify the exact date that this will happen, as it varies from course to course.

Will my account expire if I'm returning to study in the next academic year?

No. If you are returning to study in the next academic year, on your current programme, the "Leaving: Action required" information does not apply to you. Your account (and access) will remain the same.

Will my account expire if I'm completing a Placement in the next academic year?

No. If you are completing a Placement in the next academic year, the information on the "Leaving: Action required" tab does not apply to you. Your account will remain active. However, there are changes coming soon to your email, and later in the year to your access to Google services.  Please refer to the Returners page, and the information on migrating your Google Drive data to OneDrive for Business pages, as these will apply to you.

Will my account expire if I return to study on a different programme?

Yes. If you are returning to study on a different programme, then your account will expire as if you were permanently leaving the University

BUT:

  • If you return to do Postgrad Taught Study, your account will be reactivated when you return. Previous data will NOT be accessible when you return, so you need to complete the actions listed on the 'Leaving: Action required' page.
  • If you return to do Postgrad Research Study, you will be issued with a brand new account when you return, so you need to complete the actions listed on the 'Leaving: Action required' page.

     

What will happen to my account if I'm doing resits?

If you are doing resits, we would not expect your account to expire yet.

It's only when your student record is marked to say you have completed, left/withdrawn or similar that your account would go into the 30 day expiry period, and then expire, at which point, your access - including all Learn access and Learn data - will lapse.

As IT Services don't control your student record, it can be difficult for us to say when the status change will happen, but we would not expect it to show 'completed' until you've done the resits.

Please be aware that we are upgrading student email from Gmail to Microsoft Office 365 Outlook over the summer, and your mailbox will be affected by this. Please read the information on the Returners page because there are actions for you to take to avoid losing your data.

http://www.lboro.ac.uk/services/it/student/returners/