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 affiliation role?
What if I'm transferring to another University of Tennessee campus?

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

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 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. 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.  Don’t forget to include all registered devices, such as printers, too.

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Details

Article ID: 142043
Created
Tue 9/20/22 3:50 PM
Modified
Wed 9/4/24 2:38 PM
Environment
NetID