Overview
When students, faculty, and staff leave the University of Tennessee, they lose access to most IT resources, including computing resources, email, cloud file storage, software, phone service, and voicemail. To make your transition seamless, complete this IT checklist before you leave UT.
Checklist
1. Grace Periods: Determine When Your Accounts Will Change or Expire
Students, faculty, and staff have a grace period before access to IT resources such as email, cloud file storage, & software expire. Grace periods begin when you officially leave UT. For students, this date is determined by graduation or the end of the last term you took classes. For faculty and staff, this date is determined by your termination date in the ERP system.
- Faculty & Staff: 30 days after their Left UT Date. (Faculty and staff can extend the 30-day window to 90 days from their Left UT Date. Departments may continue to sponsor employees for extended access beyond that.)
- Students: 365 days after their Left UT Date.
- Post-Retirement Positions: Post-retirement positions do not have access to many online services such as Microsoft Office 365 ProPlus, research software, Zoom pro, and the software download website. Your access will end when your status changes. Your department has several options for continued access to Microsoft Office.
What if I fall into more than one affiliation role?
Your grace period is determined by your last primary role (student, faculty, or staff) when you leave UT.
Examples:
- If you are a student and student worker, your primary role is "student."
- If you are a staff and a student, your primary role is "staff." You may contact the HelpDesk to change your role to "student" after you leave the University to qualify for the student grace period.
What if I'm transferring to another University of Tennessee campus?
Once you transfer to another UT campus and move your accounts, you will immediately lose access to services such as your UTK Microsoft 365 and Google Workspace.
2. Online File Storage: Prepare to Lose Access
T-Storage, OneDrive, and Google Drive
After your grace period, all files stored in T-Storage, OneDrive, and Google Drive are automatically deleted.
Account and File Ownership Transfer: Transfer Items to a New Owner at UT
You may own shared IT resources and want to transfer ownership to an active university community member. Examples and steps to take are below:
Departmental NetIDs | T-Storage folders/files | OneDrive | Google Drive | Google Shared Drives
Adobe
On your Left UT date, your Adobe Creative Cloud subscription will end, and access to all files stored in Adobe Cloud with be deleted. Per Adobe's licensing policy, Adobe Creative Cloud licenses are only available for active Faculty, Staff, and Students. Once your status changes, software and file access is immediately terminated.
3. Email: Outlook and Gmail Access
Students
Students will have one year after leaving the university to sign up for and transition to their alumni email. Visit oit.utk.edu/alumni for more information. Students who do not sign up for an alumni account will retain access to their UT Microsoft 365 or Gmail email accounts until the end of their grace period.
Staff & Faculty
Staff and faculty retain access until the end of their grace period. After the grace period, the account and any email forwarding that has been set will be deleted. Contact the OIT HelpDesk at 865-974-9900 if you need to request an extension of up to 90 days from your Left UT date.
Staff and faculty retiring with ten or more years of service can review the options online at oit.utk.edu/retiree.
General Email Tips
- Start using a non-UTK email account of your choice.
- Alert your contacts of your new email address. Email all your contacts from your UTK Email account, alerting them that you have a new email address. You may BCC the contacts to keep their email addresses private. To help with the transition, you may want to alert your contacts over time as they message you during the next year.
- Update the online services that you use with your UTK email address. For example, social media (Facebook, Instagram), online stores (Amazon, Best Buy, Walmart), banking and credit card companies (Chase, Citi, Bank of America), and utility companies (KUB, LCUB).
- Not sure where you are using your UTK Email account? Keep an eye out for incoming messages over the next year. A message to your UTK email account can serve as a reminder of a place where you need to update your email address.
- Forward or copy/move important emails from your UTK account so you don't lose them.
- Export/copy your contacts.
- Re-create important calendar events in your non-UTK account.
- Ensure your new non-UT email address is on file with the university by filling out this short form.
Microsoft 365 Email
If you’re currently using Microsoft Outlook as your UTK email provider, Outlook.com may be your best option. An Outlook.com account is free and will offer similar functionality that is already familiar. Microsoft also offers a paid upgrade to Microsoft 365 Personal. Microsoft 365 Personal includes the Outlook client for your computer, which is required to move mail from your UTK Outlook to your personal Outlook account.
Google Gmail
If you currently use Gmail as your UTK email provider, Gmail may be your best option. A Gmail account is free and will offer similar functionality that is already familiar. Google also offers a paid upgrade to Google One.
4. Zoom: Prepare to Lose Access
Access to your UT Zoom Licensed (Pro) account ends immediately upon leaving the university. You cannot convert a UT Zoom account to a free Zoom account and will need to create a new account with your personal email address.
5. Shared Accounts, Microsoft Teams, and Microsoft Groups: Add/Transfer Ownership
If you are the owner of any shared accounts, such as Departmental NetIDs or Shared Mailboxes, add or transfer ownership of those accounts. The same goes for Microsoft Teams and Groups.
Departmental NetIDs | Shared Mailbox | Microsoft Teams | Microsoft Groups
6. Microsoft Office: Prepare to Lose Access
Students
At the end of your grace period, your Microsoft Office ProPlus subscription will end, and access to the desktop suite and web applications will be unavailable. After this time, you will need to enroll in other available consumer or commercial offers from Microsoft or other third-party retailers. Microsoft also offers a paid upgrade to Microsoft 365 Personal.
Staff and Faculty
On your Left UT date, your Microsoft Office ProPlus subscription will end, and access to the desktop suite and web applications will be unavailable. After this time, you will need to enroll in other available consumer or commercial offers from Microsoft or other third-party retailers. Microsoft also offers a paid upgrade to Microsoft 365 Personal.
7. Research Software, ArcGIS, and Web Surveys: Prepare to Lose Access
Access to all research software, including ArcGIS and Qualtrics, will end on your Left UT date. Your access to ArcGIS Online will end on your Left UT date, and any data stored in ArcGIS Online will be deleted. Additionally, once you have left the university, you are no longer licensed to use any software downloaded from this site and must remove it from your computers.
8. Software Downloads: Prepare to Lose Access
Access to the OIT Software Download site will end on your Left UT date. Additionally, once you have left the university, you are no longer licensed to use any software downloaded from this site and must remove it from your computers.
9. Apps@UTK: Prepare to Lose Access
Your access to Apps@UTK will end on your Left UT date.
10. OIT Computer Labs: Prepare to Lose Access
You will retain access until the end of your grace period.
11. Canvas: Prepare to Lose Access
Your access to Canvas will end on your Left UT date.
12. MyUTK, Unofficial Transcripts, and 1098 Forms: Prepare to Lose Access
Access to MyUTK, unofficial academic transcripts, and 1098 form access will cease at the end of your grace period. Official transcripts can be ordered online at onestop.utk.edu. 1098 forms can be requested from the Bursar's office through One Stop.
13. Linux / VolWeb Account: Prepare to Lose Access
Your Linux/VolWeb account will be deleted at the end of your grace period.
14. DASH / Employee Self-Service: Prepare to Lose Access
You keep access to DASH for the purpose of accessing pay stubs and tax forms until December 31 of the year following your separation from UT. If you need to access your payroll information after you lose your account access, contact UT payroll at payroll@tennessee.edu.
15. UT Library Access
Visit the UT Library's FAQ to learn more about when your library access expires.
16. UT-Owned Computers
NetReg
Update the Primary User and Owner of your devices in NetReg, as directed by your supervisor. Remember to include all registered devices, such as printers.