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Tying Up Loose Ends

A Checklist for Faculty, Staff, & Students

Leaving the University?

If you are preparing to leave UVa, and will not be returning, you need to decide what you want to do with your various computing-related activities:

Computing-Related Items to Consider When Leaving the University

What UVa computing resources may I use after I leave?

Computing resources at the University of Virginia are available for use by current staff, faculty, and students. When you leave the University, with few exceptions, you no longer have a right to use any University computing resources or facilities.

Therefore, after leaving the University, you should no longer use:

  • computing accounts that were provided to you while you were a member of this community or
  • software that was provided to members of this community.

A special note about UVa student email accounts (UVa Gmail)

UVa student email accounts provisioned by Google (UVa Gmail accounts for the Classes of 2006 and later) are for life, upon graduation. Messages and folders are preserved. If students leave the University prior to graduation, these accounts are terminated.

Expiration of UVa Computing ID & Accounts

When will my UVa computing ID expire?

Your UVa computing ID (e.g., mst3k) technically never expires. It is reserved as yours and never reassigned to anyone else, even after you leave the University.

When will my ITS-provided accounts expire?

All ITS computing accounts you used that were associated with your computing ID (for instance, Eservices, blue.unix, but not UVa Gmail since it is not technically an ITS account) are put on a list of “accounts to expire” after a set amount of time. These accounts are deleted in accordance with the IT Policy on Issuance and Expiration of Accounts.

My account is not on an ITS computer; it is on a departmental computer. When will it expire?

You need to check with the system administrator of the departmental computer to learn when the department will clean up your account.

May my account stay open so that my replacement can access or use certain files?

Accounts are assigned to individuals and you should not allow anyone else, including your replacement, to have access to your account. Before you leave, you need to transfer these files to your supervisor’s or manager’s account for safekeeping until your replacement arrives.

Note: If you set up meetings or reserve shared resources for others in a department using the UVa Centralized Exchange Service, you may need to ask someone else who is staying on at UVa to recreate such meetings, particularly if they have been scheduled far out, extending beyond your departure date. This will ensure that meetings or conference room holds are not inadvertently deleted from others’ Exchange calendars when your expired calendaring account is deleted.

I have files stored on UVa computers that I want to keep. What should I do?

Before your UVa account(s) expire, you may need to move files.

University Files

University files are records. Records should be managed in accordance with the records retention and disposition instructions on the University Records Management website.  If you want to transfer sponsored program data/notebooks, please see the Policy for Laboratory Notebook and Recordkeeping.

Personal Files

Personal files can be moved to your own storage if desired, such as your account with another ISP, or to portable storage media like:

  • the hard disk of your own computer;
  • flash drives or CDs;
  • external hard drive or other storage media;
  • a personal email account; or
  • a personal storage website (e.g., Dropbox, Mozy, Carbonite, etc., just to name a few of the many choices).

You should be aware that transferring files between different types of computers (UNIX systems, local PCs/Macs) can be a challenge at times. If you have not done this before, you may want to contact the UVa Help Desk for help in planning how to transfer your files and learning what will be required.

What will happen to my UVa Web page after I leave?

Since your UVa Web page consists of one or more files on your account, when that account expires, your UVa Web page will no longer exist. If you want to continue to maintain a presence on the Web, you will need to download the Web files to your own personal storage so you can post them again later, and make arrangements to do so with a third-party vendor.

Faculty may take advantage of the Faculty Web Service which allows ITS to do a “redirect” of your faculty.virginia.edu URL to your new institution’s website.

What will happen to my email messages and aliases?

This is different for students versus for faculty and staff.

Students

See the FAQ: Will my email account or address change when I graduate or leave the University?

Faculty/Staff

Employee messages. All email messages, aliases, etc. on an account are removed from the system when the account expires, as indicated in the IT Policy on Issuance and Expiration of Accounts and after that, you will no longer have access to them.

Therefore, you need to copy, save, or move personal messages, and transfer University business records in email format to your supervisor or replacement before the account expires. This is easiest done by providing a copy (forwarding) to colleagues, and/or by creating an Outlook Data file (.pst file) for them.

Note: If you set up meetings or reserve shared resources for others in a department using the UVa Centralized Exchange Service, you may need to ask someone else who is staying to recreate such meetings, particularly if they have been scheduled far out, extending beyond your departure date. This will ensure that meetings or conference room holds are not inadvertently deleted from others’ Exchange calendars when your expired calendaring account is deleted.

Employee email addresses. Notify work-related correspondents of your new email address before your account expires. Let them know of another departmental contact address they may use instead. Also consider setting up an auto-reply message that references both a new personal email address as well as another departmental work contact.

Messages that are sent to your email address after your account has expired will be returned to their sender with a “user unknown” message.

I have software that I have received because of my affiliation with UVa. May I continue to use it elsewhere?

What you need to do depends upon the type of software you have and your status at the University.

Students

  • Students do not need to remove any Microsoft products purchased while you were enrolled at UVa (e.g., the Microsoft Office suite and/or Windows) when you leave or graduate.
  • You should uninstall/remove your UVa-provided antivirus (Symantec Endpoint Protection) as well as any other specialized software you may have obtained. (See below for how to do this.)

Faculty/Staff

  • Employees should uninstall/remove any Microsoft products (e.g., the Microsoft Office suite and/or Windows) that you purchased and licensed under UVa’s Campus Agreement whenever you leave the University’s employ.
  • You should also uninstall/remove your UVa-provided antivirus (Symantec Endpoint Protection) as well as any other specialized software you may have obtained under a University site license or volume purchase agreement.

Why must I uninstall my software? How do I do that?

Using UVa-provided software after you leave the University is a violation of our software licensing agreements. When you first received the software, you agreed to this condition of use.

If you continue to use software you received while at the University of Virginia after you leave Charlottesville, you violate our vendor agreements, not only putting you at risk for lawsuits but also endangering our University-wide agreements.

We have lost the ability to distribute software from some vendors because of such violations in the past, so your actions can have a detrimental effect on thousands of University faculty, staff, and students. Please help us by deleting all UVa software before you leave!

The only software that you can legally take with you away from UVa is software for which you have purchased a legal and complete license. For instance, if you bought the retail version of software from Cavalier Computers or another software vendor, that license is yours, and you may take it with you.

Software you got from ITS Research Computing such as SPSS, SAS, MATLAB, or Mathematica requires an additional step beyond uninstalling/deleting. You must also notify ITS that you’re leaving UVa and have removed the software from your computer and destroyed the installation CDs. The easiest way to notify ITS that you’ve removed the software is:

  1. Go to the ITS Research Computing Software Database and log in.
  2. Highlight the software you’re deleting in the window on the left and select highlight “Delete Selected License” in the right side window.
  3. Click Submit.
  4. Repeat this procedure for all software you have registered in this database.

If you have any questions about software that you have received while at UVa, please send email to it-swlicense@virginia.edu.

Do I need to remove my UVa-issued digital (personal) certificate? Or can I just let it expire?

If you leave the University, you can simply wait for your certificates to expire — you are not required to revoke them. However, if where you're going requires you to obtain a certificate from them, you can revoke a UVa digital certificate. Revoking a certificate is the process for making an existing certificate unusable for authentication.

Certificates can be revoked on the UVa Standard Assurance Certificate Revocation page.

I used the Proxy Server while I was at UVa. Should I remove those settings from my browser?

While you were at UVa you may have used the UVa proxy service to access certain UVa resources, such as library materials, online databases, news resources, and downloadable software, that had license restrictions that limited their use to the University community.

To avoid a conflict with proxy servers in place at other institutions, you should turn off/remove your UVa proxy configuration settings if you have not already done so.

I own a mailing list that is here at UVa. What will happen to it?

Mailing lists need to be owned by current members of the UVa community, so you will need to find someone staying here to assume ownership of the list. After you have found someone:

  1. Log in to the Sympa Mailing List Service website and select your list.
  2. Remove yourself as administrator.
  3. Add the email address of the new administrator of the list.

(Need more help using Sympa? For more information, see Using Sympa.)

I subscribe to one or more mailing lists. What should I do about this?

See how to unsubscribe from a Sympa mailing list. Note that if you originally subscribed to a list using an email alias instead of your UVa computing ID (e.g., you subscribed using the email address miketurner@virginia.edu or mst3k@eservices.virginia.edu instead of using mst3k@virginia.edu), then you will have to repeat the process of unsubscribing for each form of your email address.

If this does not work, you can contact the list owner for assistance by writing to:

[listname-owner]@virginia.edu

where [listname-owner] is the name of the list you wish to unjoin. For example, if you want to unsubscribe to a list named tjinfo, you would send an email message with that request to:

tjinfo-owner@virginia.edu

I’m not certain about all of this. Where may I obtain help with my questions about leaving the U?

Searching this website, ITSWeb, may provide some self-help. If you have additional questions, contact the UVa Help Desk.

Remember: ITS resources are limited and are intended primarily for current staff, faculty, and students of the University of Virginia. Please use the help we can offer while it is still available to you!

  Page Updated: Wednesday 2013-05-22 14:01:53 EDT

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Page Updated: 2013-05-22; © 2014 by the Rector and Visitors of the University of Virginia.

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