O365 Accounts and Leaving the University
- Susan Abrams
This is an informational notice sent each semester to students, faculty, staff, and contractors who use Microsoft 365 at UT Austin.
If you plan to graduate, retire, or otherwise separate from the University, please familiarize yourself with the content below.
WHAT HAPPENS AFTER I LEAVE THE UNIVERSITY?
Microsoft 365 accounts cannot be kept after leaving the University, and you will lose access on your separation date. It is your responsibility to make copies of any personally owned data stored in Microsoft 365 before then.
Faculty and Staff: When your employment with the University ends in Workday, you become ineligible for Microsoft 365 in accordance with section 4.1 of the Information Resources Use and Security Policy and UT System UTS165 Standard 4.
Students: When you become a former student, you become ineligible for Microsoft 365. Currently, former student affiliation is evaluated on the 12th class day of the next long semester after graduating. For example, if you graduate in the spring, you will become a former student on the 12th class day of the fall semester as listed on the Academic Calendar.
Whether you're an employee or a student, the following events occur on the date you become ineligible:
You will lose access to your Microsoft 365 email, calendar, and all contents.
You will lose access to any files you have stored in Microsoft 365 services such as OneDrive or SharePoint.
You will receive an email at your official email address listed in Workday or your student record notifying you of the above.
ADDITIONAL INFORMATION FOR FACULTY, STAFF, AND CONTRACTORS
All faculty, staff, and University contractors are required to ensure the security and disposition of University records in compliance with applicable federal and state laws and regulations. For additional information, please contact Records and Information Management Services.
QUESTIONS?
Please contact the Service Desk or reply to this email.
Additional documentation on Microsoft 365 @ UT is available in ServiceNow and the University Wiki Service.