Leaving UT: IT Checklist for Faculty, Staff, and Students

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 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. 

2. Online File Storage: Prepare to Lose Access

T-Storage, OneDrive, and Google Drive

After you leave the University, 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 be the owner of 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

3. Email: Outlook and Gmail Access

Students

Students 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.

General Email Tips

  1. Start using a non-UTK email account of your choice.
  2. Alert your contacts of your new email address. Send an email to 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.
  3. 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).
  4. 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.
  5. Forward or copy/move important emails from your UTK account so you don't lose them.
  6. Export/copy your contacts.
  7. Re-create important calendar events in your non-UTK account.

Microsoft 365 Email

If you’re currently using Microsoft Outlook as your UTK email provider, Outlook.com may 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’re currently using 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. Teams and Groups: Add a New Owner

Ensure that Teams and Groups can still be managed after you leave by designating a new owner. 

Microsoft Teams  |  Microsoft Groups

6. Microsoft Office: Prepare to Lose Access

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.

7. Research Software and Web Surveys: Prepare to Lose Access

Access to research software and web survey software (SAS, SPSS, JMP, Qualtrics) 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.

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 the 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. MyIRIS / Employee Self-Service: Prepare to Lose Access

You keep access to MyIRIS until December 31 of the year following your separation from UT. 

 

Details

Article ID: 142043
Created
Tue 9/20/22 3:50 PM
Modified
Fri 11/18/22 1:25 PM
Environment
NetID