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I am a member of staff leaving the University. When will my IT Services account close?

This information is for staff, and persons with associate roles (Visitors, Emeritus etc) only.

If you are a student, please see our guidance for students who are leaving the University.

Your departure from the university (or the expiry of your Associate status) triggers a process to begin closing your IT account.

ACCOUNT CLOSURE PROCESS

Account closure process for Staff and Associates is as follows: 

• Leaving date of working at the university is reached 

• The day after your role ends- an account closure warning email is sent to your account. And you will loose access to most services including Email, OneDrive, Box etc. 

• After 7 days – Account is disabled, access to all remaining services is removed.(except MyView which staff can continue to access for up to 48 days after their leaving date to view their final payslip)

• After 48 days account is deleted and access to MyView is removed. 

BEFORE YOU LEAVE THE UNIVERSITY

Once you leave the University, your ITS account will be closed. So it is important that you arrange to move or change the ownership of any of your files that may need to be accessed by others in the future.

Further information on managing electronic records is available here Leaving arrangements : Terms and conditions : Human Resources : University of Sussex

OneDrive, N:Drive or GoogleDrive

University data: Files stored in these personal file storage locations will be deleted after you leave the university. Any files that other staff require continued access to must be moved to an ITS approved shared storage location, e.g., Box or MS Teams/SharePoint.

You must do this before you leave the University and ensure your colleagues know where files have been stored and are able to access them. You should not keep copies of University files for your own personal use after you leave the university.

Personal files- If you want to keep any of your personal files you must take copies of them before you leave the University. The best way to do this is to send files as attachments to a personal email address or downloading files onto a personal device 

Further guidance Download files and folders from OneDrive or SharePoint - Microsoft Support  

Box 

Make sure that the ownership of every folder you own has been transferred to another colleague. It is extremely difficult to change this once you have left. 

Further guidance is available here How to Change Ownership of a Box Folder.

 Email

If there are any specific emails you feel need to be made available to colleagues, you can forward the mail to their inbox, or they can be saved in a shared location e.g., Box or G:Drive.

Alternatively you may need to save a whole mailbox to make available for others if required. Please see Question 1456. How to use Outlook Data Files to make offline copies of mail folders : Frequently asked questions : ITS : University of Sussex

Cancel any future meetings especially recurring meetings with lots attendees and arrange for a colleague to re-arrange the meetings as required. 

Email Forwarding and replies

• Scheduled Meetings - Cancel all future meetings organised by you and arrange for a colleague to recreate them if required. 
• Personal subscriptions to services using your Sussex email address should be transferred to your personal email.
• Sharing emails: Forward any specific emails to colleagues as required. or download and saved in a shared location e.g., Box. Or follow instructions to save a whole mailbox 1456. How to use Outlook Data Files to make offline copies of mail folders : Frequently asked questions : ITS : University of Sussex
• Email Forwarding and replies- Put an auto reply on your email to advise the leaving date from the University. DO NOT forward your emails to another account as this is a data protection risk.

Group accounts

If you own a role-based service account (group account) contact ITS to transfer ownership, otherwise the account will close. 

Zoom

Cancel all future meetings that have been scheduled by you. Or if a meeting cannot be cancelled you can transfer ownership to a colleague. 305. Zoom: Transfer meeting ownership to another user : Guide : ... : ITS : University of Sussex

MS Teams

Check all teams that you own to ensure at least one or two colleagues are added to MS Teams still in use. You can delete ones no longer in use – ensuring any files are moved to other locations if still required.

MS Forms

Any forms you created that are still in use will need to be transferred to a team.

Power Automate Workflows

Any business process workflows created your account will need to transfer to a colleague- (co-ownerships is not sufficient- your colleague will need to rebuild the workflow). Contact IT support if required. 

IT Equipment

Please ensure you return all University-owned IT equipment to the ITS Service Desk in the Shawcross building. 

**FOR VLS LEAVERS THIS DOES NOT APPLY. THERE IS A SEPARATE PROCESS TO FOLLOW. PLEASE LOG INTO MyView, GO TO THE VOLUNTARY LEAVERS INFORMATION TAB AND VL LEAVERS FAQ FOR MORE INFO. 

IF YOU NEED TO DELAY THE CLOSURE OF YOUR ACCOUNT AFTER IT HAS CLOSED

If you need access to your account for a longer period discuss with your Section Head or School Administrator: they may be able to give you an Associate role for a limited time period. IT Services is not authorised to make changes to roles or leaving dates.

MANAGERS ACCESS TO FILES AND FOLDERS

If required line managers can request access to a personal mailbox or OneDrive via IT Services to access business data. This will need to be approved by the Chief Digital Transformation Officer according to the Institutional Access Policy

Requests for access to files and folders needs to be made as soon as possible after the staff member leaves.

EMERITUS, HONORARY and VISITORS INFORMATION

Emeritus status is not end dated. It provides former staff with an IT account including a mailbox, 365 suite, Box, Sussex Direct access and electronic Library access. Former staff who have Emeritus status get very limited support from IT Services, mainly support with password resets and OKTA issues only. They do not get support for personal devices.  

Honorary status is end dated. It provides the same access as above.

Visitor status is end dated. It provides staff with an IT account including a mailbox, Sussex Direct access, and electronic Library access. IT Services support is limited and does not include support for personal devices. 

ITS recommend you make a backup of your emails and files before becoming an Emeritus, Honorary or Visitor.