What happens when you are about to leave UEA?

 

Students

  1. Your library account will expire at the end of your course. You should ensure that all items on your borrowing record are returned before that date and that any fines or charges due to the University are paid.
  2. You will receive an email 14 days prior to your account being disabled, this is 31 days after your course end date.
  3. Once your account is frozen (46 days after the course end date) you will not be able to use it to access any UEA IT facilities, i.e. networked PCs, eduroam, central file-store, UEA OneDrive, Office 365 free installed software on personal devices or your email account. 
  4. If you have been given permission to repeat a year of study or transfer to a different course, your course end date will change accordingly so the above will apply to your new period of study.
  5. Your LTS Hub could extend your access to UEA IT facilities if you require it after day 45, for 100 days, if you have:
  • already been granted an extension to the deadline of submission of coursework; or
  • outstanding assessments (coursework or exams) to complete; or
  • submitted an academic appeal; or
  • a disciplinary matter being considered by your School or the Senate Student Discipline Committee.

LTS will not extend your access for any other reasons except the above.

On day 146 after your course end date, your account and data will be deleted, and it will not be possible for the information to be retrieved.

 

It is your own responsibility to ensure that you copy your personal data off of the UEA systems before your account is locked as IT Services will not recover this for you when your account has ended.

Personal Data:

There are several ways you can back up you personal data:

Copying these to a cloud based storage service:

e.g

  • Microsoft One Drive (there is unfortunately no process available to transfer a UEA one drive to a Personal Microsoft account)
  • Google Drive;iCloud or
  • Dropbox
  • Tresorit
  • pCloud
  • Box
  • Mega
  • Sync.com
  • SpiderOak One Backup

This can be done through any web connection on site or from home using remote desktop for Students.

https://portal.uea.ac.uk/itservices/connect/remote-access

Personal data on Blackboard and One Drive can be saved to your computer and then copied over to this cloud solution.

Email:

Don’t for get to set your Out of Office message before you leave the UEA. If you include your alternative email address it means people will be able to keep in touch.

Keeping personal email should be done by forwarding your Personal email to a non-UEA email address.

This can be done more easily through the Online Outlook client than Outlook.

Here you can bulk send email to your external email address.

You can also create a PST file if you have Outlook on a personal device.

  • Open Outlook
  • Select File
  • Open & Export from the menu on the left hand side of the screen
  • Select Import and Export
  • Select Export to a file
  • Next
  • Outlook Data File (.pst)
  • Select the mail you want to keep including folders etc.
  • Select where you want the file to be saved to?
  • Then click on Finish

You can then import this into your personal email application.

Staff and Visitors

Staff will get an automated notification 14 days before their contracted end date.

  1. Their computer and email account will be frozen from their contracted end date.
  2. Once the account is frozen they may not use it to access any UEA IT facilities, i.e. networked PCs, Eduroam, central file-store, UEA OneDrive, Office 365 free installed software on personal devices or their email account.
  3. Staff end dates are controlled through their R-Link record. ITSD cannot change this and it is controlled by Payroll/HR.
  4. If staff wish to take email or other content (such as documents in OneDrive) with them, they need to do this prior to their contracted end date – please contact the IT Service Desk for further advice.
  5. There will be no automatic bounce reply or ‘I have left UEA’ message added to their email account – they will need to set an 'out of office' message before leaving.
    • Contact the IT Service Desk if you require additional support.
      i) Please be aware, the creation of new PST files on site is now disabled. ii) These can be created through an Outlook client on a non UEA computer, i.e. if you have Office 365 downloaded on your own computer you can create the PST file there, and import this into our personal mail client.
  6. Staff library account will expire at the end of their current contract of employment. They should ensure that all items on their borrowing record are returned before that date and that any fines or charges due to the University are paid. Any reply sent from a non-UEA account must include their old staff number e.g. 0364328 or UEA login ID e.g. u0364328, abc06cdu, etc. and surname, please.

If their contract of employment has ended and they return to UEA for a new post, their account will be reactivated (if within 100 days of being frozen) with the same username and email address. Post 100 days after the end of contract, data recovery is not possible.

 

It is your own responsibility to ensure that you copy your personal data off of the UEA systems before your account is locked as IT Services will not recover this for you when your account has ended.

Personal Data:

There are several ways you can back up you personal data:

Copying these to a cloud based storage service:

e.g

  • Microsoft One Drive (there is unfortunately no process available to transfer a UEA one drive to a Personal Microsoft account)
  • Google Drive;iCloud or
  • Dropbox
  • Tresorit
  • pCloud
  • Box
  • Mega
  • Sync.com
  • SpiderOak One Backup

This can be done through any web connection on site or from home using File Director

https://portal.uea.ac.uk/itservices/file-storage/filestore-access

or remote desktop for Students.

https://portal.uea.ac.uk/itservices/connect/remote-access

Personal data on Blackboard and One Drive can be saved to your computer and then copied over to this cloud solution.

Staff will not be able to attach mobile storage devices to Standard UEA computers to take copies of data.

Email:

Don’t for get to set your Out of Office message before you leave the UEA. If you include your alternative email address it means people will e babel to keep in touch.

Keeping personal email should be done by forwarding your Personal email to a non-UEA email address.