This information is for students only. If you are staff, please see FAQ 2222.
Your departure from the university triggers the eventual closure and later removal of your IT Services account. The account closure sequence for students is described below. See also our recommendations for:
If you are to return as a postgraduate, see the section on Graduates Returning as Postgraduates.
If you are INTERMITTING, your IT Services account will not close and you may continue to access Sussex IT facilities, so you need not read any further.
The account closure sequence starts when the appropriate Student Systems office updates your record in the central database so as to mark you as a 'leaver'. This triggers the eventual automatic closure of your IT Services account.
If you are completing your studies (or withdrawing) and leaving the university, the normal closure sequence for your IT Services account is as follows:
In normal circumstances, when your undergraduate studies have completed, an email will be sent to your Sussex address about 14 days after the end of term advising you that your account will close in 30 more days time. This means that you have 30 days to clear up (and take copies of) your files and email, write your CV etc, and otherwise complete the disposal of the files and email you have kept on IT Services systems. Let's follow the example of an imaginary student called Ann Other:
All dates and intervals shown here are approximate.
If you are a postgraduate leaving in the summer then you will normally receive an email notification around the beginning of the Autumn Term advising you that your account will close in 30 more days time. This means that you have 30 days to clear up (and take copies of) your files and email, write your CV etc, and otherwise complete the disposal of the files you have kept on IT Services systems. The sequence of closure events will be much the same as that shown above for undergraduates, though of course later in the year.
If you withdraw permanently as a student from the University, the same sequence of events described above will normally start from the date of your withdrawal.
Graduate students can continue to access Sussex Direct for up to 7 months after leaving, for graduation ceremony arrangements. For more information, see FAQ 1260.
If you have just graduated but expect to return to Sussex next term to do a postgraduate course, come to the IT Service Desk in the Shawcross building, and ask for your account to be extended. The extension can be made to the end of October. You will need to bring with you confirmation from your new supervisor or new department that they are expecting you to become a postgraduate at Sussex. Then, if you do return as a postgraduate, your account will remain open, but if you do not, it will be closed. If your account closes even though you have returned as a postgraduate, just report to our Service Desk as soon as possible, and we will reopen your account.
If you want to keep any of your documents, files or mail folders, you must copy them to a portable medium of your own (such as a USB memory stick, CD or whatever) before you leave, and in any case before your account closes. For information on taking copies of your Sussex email, see FAQ number 753.
Before you leave, consider forwarding your incoming Sussex email to one of your external email addresses. Follow the instructions in our Forwarding FAQ. Note that this only sets up forwarding of new email; existing email in your account will not be forwarded. Note also that the forwarding will stop when your account is removed from the system. The University cannot provide an extended email forwarding facility for leavers.
NEVER forward your email to another person's account because this could be unlawful under the Data Protection Act. Instead, set up an autoreply (see below) with instructions to send university-related (not personal or confidential) email to an alternative contact address.
You can set up an autoreply message in addition to or as an alternative to forwarding. Follow the instructions in our Autoreplies FAQ. Note that your autoreply will stop when your account is removed from the system. The University cannot provide an extended email autoreply facility for leavers.
If you need to access your Sussex account for a while beyond its scheduled closure date, please contact IT Services. We may be able to reopen your account for a limited period beyond the scheduled closure date.
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