Graduating or leaving?

On completion of your studies, your IT user account will enter a 30-day expiry period. 

You will receive a bespoke email from Registry indicating when the 30-day expiry period will commence. This will be the date of the Programme Board, not your graduation ceremony date.

The Programme Board date is when your record will be set to 'left' by your School, but this varies from course to course.

After 30 days, access to your account and all University systems will be permanently terminated and data will start to be deleted.

No. If you are returning to study in the next academic year, on your current programme, your account will remain the same.

No. If you are completing a Placement in the next academic year, your account will remain the same and you should continue to check it.

Yes, your account will be continued as you retain the same student record. Although we suggest still backing up your data on to a personal account once you have finished your pre-sessional course.

Emails about graduation, or anything else relating to the University, will be sent to your personal email address that is on your student record.

If you are doing resits (Special Assessment Period), we would not expect your account to expire until you complete the resit exams. During this period you still have access to email, Office 365, Learn, and your OneDrive account.

It is only when your student record is marked to say you have completed, left/withdrawn, or similar that your account would go into the 30-day expiry period.

IT Services do not control your student record so it can be difficult for us to say when the status change will happen, as it varies between schools.

Yes, if you are returning to study on a different programme then your account will expire as if you were permanently leaving the University. Please back up all your data attached to your student account.

BUT:

• If you return to do Postgraduate Taught Study (inc. Masters), your account will be reactivated when you return. Previous data will NOT be accessible when you return, so you need to back up the data from your previous account.
• If you return to do Postgraduate Research Study, you will be issued with a brand new account when you return, so you need to back up the data from your previous account.

No, you will lose access to the Self Service portal as soon as you are marked as having completed your course. Please take time before then to update your personal details such as your personal email address.

For more information please contact the IT Service Desk.

We do not support email automatic forwarding rules. During the 30 day expiry period, you will still have full access to your University email account and thus can manually forward any important emails from your University email to your personal account if you need to retain them. 

You will need to change all areas where your University email account is mentioned to a personal email address to ensure you continue to receive important emails. 

Yes, if you need to retrieve any documents, files, folders, or emails once your account has expired, you can submit a short-term IT account extension request form.

Where a short-term IT account extension request is granted, your account will be reopened for 7 days.

Please note: If your account expired more than 60 days prior to your request it will not be possible to extend your account.

Short-Term IT Account Extension request form 

When you leave the University, your copy of Microsoft 365 will be reduced to read-only functionality. This means that you will only be able to view your documents on the software, and will have to purchase your own license to gain full edit functionality.

Approximately 30 days after Staff, PhD Research Students, Undergraduate and Postgraduate Taught Students cease to be members of the University as recorded by the human resources (HR) and student systems, their automatically-generated registrations are deactivated on most University systems.

Registration on certain systems with a high level of confidentiality may be deactivated on the day of leaving.

When staff leave for disciplinary reasons etc., IT Services may deactivate registration sooner than normal on request from the relevant Head of Department or Section.

In the case of registrations that have been generated manually (e.g. cases 3, 4, 6, and 8 above) it is the responsibility of the individual or organisation originally requesting registration to let us know when the University involvement ceases for the individual or an organisation. We will make contact periodically to check that the reason for registration still applies.

When you leave the University or cease to be a salaried employee your IT registration, including your e-mail address, is no longer automatically validated by the data feed from the HR system. In the normal course of events, your access to some University systems (for example the Finance System) will be removed from the date that your contract terminates.

When staff or students are removed from our system, the contents of their Individual Workspace are normally deleted after four months, but we reserve the right to delete files immediately after staff or students leave, for operational reasons. Staff, who are leaving, who have information which should be retained by the University, should please contact their department IT staff in the first instance for assistance. Students who expect to return within less than six months to undertake another course (typically an undergraduate anticipating returning as a postgraduate) who need to retain existing files should please contact IT Services' Service Desk to make arrangements.

We can extend staff accounts, generally with approval from the staff member's manager/supervisor . Some restrictions to services may apply in this period. We may turn down such requests on the advice of your department.

If your registration is due to expire while you are between contracts, please contact the Service Desk to discuss a temporary extension.

If your registration would expire while you are between two courses at the University (e.g. undergraduate and postgraduate), we will normally extend your account for the intervening period. For operational reasons we may have to give you a new account and / or e-mail address when your new course starts.

If you retire from employment at the University, but still have a role within the University, we can extend your account, with confirmation from your Manager as in case 4 above. Please note that the facilities are provided in this case for your role in the University only. You should make alternative arrangements for IT facilities for any paid employment outside the University, and for personal use.

Options are available for setting up non-standard user accounts - i.e. IT user registration and associated e-mail addresses that are not directly linked to individual people, and there is a form available for this. But such registrations are the exception rather than the norm as they demand additional resources and generate extra risks. Clear justification is needed to set them up, and those requesting them are required to ensure they are used securely and in accordance with University policies.

Staff are normally added automatically to their department's e-mail list from the University H.R. system, but there are cases when this does not happen automatically. For example:

• If staff are registered via IT.Services@lboro.ac.uk User Account request for staff with a University Role.
   
• If staff are employed by more than one department. A limitation of the registration system at present means that for IT registration purposes they are processed as belonging to one department only.

On request, such staff can be added to department mailing lists. Requests should be made to IT.Services@lboro.ac.uk. IT Services staff will check the H.R. system to see if the staff member is registered as an employee of the department for which access is requested. If this is not the case, the request will be referred for authorisation to the Head of Department, who will also be asked to notify IT Services if in future the access needs to be withdrawn. IT Services reserves the right to periodically contact departments to confirm that such manually added access rights are still applicable.

1. Employees of the University, paid on the monthly payroll, four-weekly payrolls or working as University Teachers, are registered automatically when their personnel records are set up. Your username and password will be available from the IT Services' Service Desk, telephone 222333, or your department IT staff within 2 days of the record being set up by Personnel, normally available to you from the day you start or shortly before.
    
2. Students of the University are registered automatically for IT services upon registration as a student. For courses starting at the start of the academic year, usernames and passwords are distributed from IT Services to named password contacts in department. For courses starting at other times, it is the responsibility of the departmental or course administrator to contact IT Services for these. Your username and password will therefore be available from your department when you start at the University. Apart from the first few weeks of the academic year, these can also be obtained from the IT Services' Service Desk, telephone 222333.
    
3. Staff who are paid for their work at the University via the claims payroll, (excluding University Teachers), or contract staff. Are required to email IT Services to request a user account (University staff role), whereby the user abides by the acceptable use policy.
    
4. People working in the capacity of staff of the University, who are not paid by the University. For example visiting lecturers (including those paid by another educational institution), honorary staff, retired staff who are still research active. Lay members of council are included in this category. In most cases you will be known to Personnel Services and have a staff number, and be registered automatically. In accepting an honorary or visiting position with the University you agree that you will abide by the acceptable use policy and that you will only use the facilities in conjunction with your role for the University. If you are not known to Personnel Services, please email IT Services to request a user account (University staff role).
    
5. People working for the following wholly owned companies of the University where the staff are paid via the University payroll: Imago Ltd; Cascaid Ltd; Loughborough University (Short Course Centre) Ltd (Burleigh Court); OCNSEM Ltd; Loughborough University Enterprises Ltd; Loughborough Innovation Centre Ltd. A £300 charge per person per annum is payable. In some cases the registration process is automated as for 1 above, this could also be done for others if required. The charge covers the services listed above including use of the University network. An invoice will be raised by IT Services at the start of August each year for the number of staff registered for IT services at the time.