When you leave Oxford, any IT Services-managed accounts and services that you had been using will be deactivated. This document tells you what you need to do about them.

For the purposes of this web page, College includes Permanent Private Hall, and Department includes Faculty or Sub-Faculty.

For renewal of student club accounts, please see http://www.oucs.ox.ac.uk/registration/clubs/ .

1. Card Expiry Date

The entitlement to the full range of IT Services facilities, according to your card status, continues until the expiry date of the electronic record of your University Card. This may be earlier than the date printed on your card if:
  • your card has been 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 (this can happen if you change department or college)
  • your card has been renewed with a non-qualifying status (for example Bodleian reader)
If you move within the University and you are not sure if your new status is valid for computing facilities, you can check by using the entitlements page. See our page on the University Card if you are not sure of the renewal procedure.

Students who have completed their course retain access to some services for a limited time. See below for details.

2. Termination of Services

2.1. Single Sign-On (SSO)

For all users except Undergraduates, Visiting Students and Graduates, any SSO accounts will be disabled at university card expiry. This means that access to all Webauth-protected resources will stop working.

For Undergraduates, Visiting Students and Graduates on taught courses, SSO account expiry is extended to 6 months after card expiry. For Graduates on research courses, this is further extended to 10 months after card expiry. This allows student leavers time to book their graduation ceremony in SITS/eVision, and to access Student Self Service and Graduate Supervision System (GSS). OxCORT is not available to undergraduate leavers; if access is required they should contact their College academic administrator.

SSO accounts are fully active during this extension period (although access to services other than those listed above may not be available). In order for IT Services to be able to assist if a rescue code is needed, please ensure that an alternative email address has been reqistered before card expiry.

2.1.1. College or Departmental facilities

Where access to local services is controlled by your Oxford Single Sign-On account, this will usually terminate when your card expires. Please check with the provider of the local service if you have any queries - IT Services does not hold any information about them.

2.2. Nexus

Accesssing your Nexus mailbox WILL NOT BE POSSIBLE once your card has expired. If you set up email forwarding before your card expires, your email will be delivered to your forwarding address for two months after card expiry. Please note that existing messages in your mailbox will not be forwarded.

Your account (and email addresses) will be deleted two months after card expiry. During the two-month grace period:
  • Email will continue to be delivered to your account unless you have taken action (see below) or until your quota is reached, but you will not be able to read these messages unless you have set up forwarding.
  • If forwarding has been set up, it will continue to function.
  • If an Out of Office message has been set up, it will continue to function (but it can't be updated; however, student leavers are able to set or change mail forwarding via self-registration within two months of card expiry).
  • If neither a forwarding or an out-of-office message has been set up at card expiry, Nexus will set an Out-of-Office message saying This account is scheduled for deletion. It is unlikely that your message will be read. If you return, this message will be automatically removed.

Once your mailbox has been deleted, no email forwarding will occur and no Out of Office messages will be sent. Email sent to your mailbox will be returned to the sender as undeliverable. Once deleted, your mailbox data are kept on tape for a short time.

2.3. Remote Access (VPN/Eduroam)

Remote Access accounts are deleted promptly after the card expiry date. If you subsequently become eligible for an account again, you can re-register for one.

2.4. Web space

Any personal web space on http://users.ox.ac.uk/ will be unavailable once your card expires, and will be deleted two months after card expiry. During this period:
  • Anyone visiting your pages will see the response The requested URL was not found on this server.
  • You will not be able to update your web pages.
  • Your web pages will become accessible again if the account is renewed within two months and you re-request web access

2.5. Linux account

Any Linux account will be deleted two months after card expiry. During this period:

  • You will not be able to log in for interactive computing or access to your files, so any material of value should be copied elsewhere before your card expiry date.
  • You will not be able to access your files through other means such as scp.
  • Your files will become accessible again if the account is renewed within two months and you re-request linux access

3. Email management

You can arrange diversion of your University email address to a new service for an overlap period. Your full range of options is given below.

3.1. No action

If you take no action, email will continue to be delivered to your Nexus mailbox. Senders may receive a message saying that the mailbox is about to be deleted, but you will not be aware of, or be able to read, new messages in your inbox.

3.2. No new address

If you have no replacement email service available, you can set an automatic Out of Office message to advise email senders that you cannot receive their messages. This could include details of alternative ways to contact you.

To set up an automatic reply, use the Automatic Replies functionality in Outlook Web App. You will not be able to update your messages or date range after your card expiry date.

3.3. Kill your email

If your email is routed to a Nexus account and you wish to disable your email addresses promptly, please save any material you want to retain, then email registration@it.ox.ac.uk to request immediate blocking of your account. Once this is done, any email to your University addresses will fail and the sender will know that you have not received it.

3.4. Non-IT Services email

If you want to redirect or terminate your email and it is on a different service within the University, please check computing information published by the relevant department or college. The following email domains are not handled by IT Services:
  • cs.ox.ac.uk
  • ctsu.ox.ac.uk
  • earth.ox.ac.uk
  • maths.ox.ac.uk
  • physics.ox.ac.uk (and any subdomains)
  • stats.ox.ac.uk
  • well.ox.ac.uk

3.5. Forwarding Nexus email to a new address

You are strongly advised to arrange a new external email facility well before your University Card expires (to allow time for sorting out any problems). Email forwarding from Nexus continues for two months after your University Card expires, unless other arrangements have been made.

Note that forwarding only re-routes new incoming messages to your new address. Messages you have already received will not be processed (see 4.1. Saving email).

To set forwarding on a Nexus mailbox, follow the instructions in the Nexus mailbox settings section of the self-registration page, and enter your new email address. It is also possible to set forwading by creating a rule in Outlook or OWA.

It is possible to combine the setting of a forwarding address with an Out of Office automatic reply to notify correspondents automatically that a new address should be used to contact you. In this case make sure that you specify yes to the [Save local copy] option otherwise the automatic reply will not be triggered.

4. Material stored in your IT Services accounts

It is your responsibility to secure any material before your card expires and accounts are disabled.

You may wish to preserve email messages or other files stored in your Oxford University accounts. Possible alternative methods are listed below. This needs to be done before your card expiry date.

If you have your own personal computer, files can be saved direct to your hard disk. Otherwise, you can copy to external media. The size limit per disk is approximately 650Mb for CD and 4.5Gb for DVD. Alternatively, a USB memory stick or hard disk can be used.

In the case of CD or DVD on Windows, you will need to complete the copying process using the Write these files task when you have dealt with all the relevant files. Before relying on the saved copy, you should check the disk by opening it via My Computer.

For help on use of the basic file copying facilities in this section, please contact your local IT support staff, or the IT Services Help Centre if local staff are not available.

4.1. Saving email

4.1.1. Using an Email client on your own computer

Use an IMAP email client (e.g. Thunderbird or Mac Mail) to transfer or copy folders from Nexus to local folders on your client system. If you are setting up a client for the first time, configuration information is available at http://www.oucs.ox.ac.uk/nexus/email/clients.xml. Check that the folders are still accessible when your computer is not connected to the network.

Note that in Microsoft Outlook, local folders are created under the 'Personal Folders' heading of your folder list.

The local folders will only be accessible using the same email client program, but you could also use it to load them back to a new IMAP server elsewhere so that they can be accessed by any client.

This method is also applicable to non-IT Services systems which use IMAP.

4.2. Web space

There are three possible ways of copying your web pages:

  • For a small simple site, browse your web pages and save copies of pages and images using your browser's Save As facility.
  • Use a standard secure FTP client to transfer folders from the server to your client system. Windows-oriented programs such as WS_FTP will usually allow you to transfer the entire site in a single operation. For maximum portability, HTML files should be copied as ASCII, and images (.jpg, .gif, etc) as binary.
  • Web space is accessible from your Linux account and can be copied using the methods recommended for Linux files.

4.3. Linux files

  • Files can be copied using a secure FTP client such as SSH.
  • If you have network access to another secure system, the scp (secure copy) command can be used. This has facilities for copying multiple files or directory trees in a single command.

5. External references and ongoing projects

If you have registered your first.last@unit.ox.ac.uk email address or your http://users.ox.ac.uk/~username web URL with an external agency, or you have them advertised in some permanent way, these references must be changed and you must arrange this before your accounts expire.

If others will be continuing your work, please ensure that web pages and other files are transferred to an appropriate colleague or member of staff before you leave. IT Services regards your files as private property and it causes inconvenience to your successors if you have not made proper arrangements in advance. If there is a non-personal account, you or your IT Officer can transfer the ownership without special formality by contacting IT Services Registration, otherwise the account will be deleted as normal when you leave.

If you have an alumni email address and you have routed it to your Nexus account (or a college or departmental account) then you will need to re-route it to an external service before your University account is terminated. You need to do this yourself using the alumni email web pages.

6. Alumni Email

The Alumni Email Forwarding Service is for Oxford University Alumni. It is not available to staff or visitors. It provides an Oxford-based email address for life, which, so long as you keep your record up to date, will forward email to your chosen email account. It is free and it includes anti-virus checking and spam scoring, but you will need to set up your own e-mail account with a service provider of your choice so that the Oxford e-mail forwarding service can send your mail there. If you are already registered, and temporarily forwarding your alumni address to your Nexus account, you must get a new account and update your forwarding before the University account expires.

All alumni are now entitled to use the service, but an alumni card is needed before you can register. Leavers should receive a card during Trinity Term, together with information from the Alumni Office. If you have not received an Alumni Card, please complete the online form

The email addresses will be in the form: jo.smith@thiscollege.oxon.org (i.e. <firstname>.<lastname> @ <college>.oxon.org). For members of the service, all names, colleges, and years of matriculation will be searchable but there will be an ex-directory option for those who wish to remain private.

More information is available via the Alumni Office website. This includes a helpline email address. Please do not contact IT Services regarding the alumni email forwarding service.

Graduates in Business Studies should consult their own alumni association.

7. Other items to note

7.1. College or Departmental services

Please enquire locally regarding local email or network services - IT Services will not be able to help with these queries.

7.2. TSM

If you have your desktop or any other computers registered for TSM backup, or you are the contact for error messages on any TSM node, please email us at registration@it.ox.ac.uk if your backups are no longer required. If the files will continue to be used after you leave, please email us or ask your IT officer to contact us when the new owner has been arranged.

The terms of the TSM client licence require you to uninstall any TSM client software from your PC(s) when you leave Oxford.

7.3. Internet connection

If you have been allocated an Oxford University Internet (IP) address, you must stop using it when you leave, or when you move to another college or department, or when you move out of a room in graduate accommodation.

8. Returning to Oxford

If you return to having valid status within the University at a later date, you will be entitled to facilities according to your new status, but we cannot guarantee that your previous account names, files, messages and web pages will be available.