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
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.
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.
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
http://users.ox.ac.uk/will be unavailable once your card expires, and will be deleted two months after card expiry. During this period:
2.5. Linux account
Any Linux account will be deleted two months after card expiry. During this period:
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 firstname.lastname@example.org 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
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
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:
4.3. Linux files
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
email@example.com email address
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:
(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.
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 firstname.lastname@example.org 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.