This advice applies to students and staff who are leaving the University. The timescale for your university and email accounts being suspended and deleted depends on your role at the university.

 Information for Staff

The point at which you leave Lancaster University is the last day of your contract.

  • For the following 90 days  your University Account will remain suspended. 
    • Files (including those stored in your OneDrive account) and email are inaccessible whilst your account is suspended. 
    • You will no longer have access to your email but the out of office feature will continue to work as long as you set it up before your account was suspended. 
    • If you have installed Microsoft Office from Office 365, it will stop working.
    • You will no longer be able to use certain site licensed University software. See specific software titles and licences for details.
    • If you will need continued access to your account, for example if you are continuing to work with your department in an 'associate' teaching or research role, your Head of Department can extend your account.
  • After 90 days  your University Account, emails and files (including your OneDrive files) will be deleted. Out of office rules will cease to function.


You should follow the steps below before you leave to help ensure minimal disruption:

  • Expiry – Speak to your Head of Department if you think you need to extend your account.
  • Email – Set up automatic replies (Out of Office) so that people who email you know who to contact.
  • Teams - Any Teams you are the owner of will be unaffected when you leave and will continue to function, as long as there is another owner. Check any Teams you are the owner of before you leave and make sure there are at least two other owners set.
  • Data delete any university data from personal devices.
  • Software remove any University licensed software from personal devices.
  • Phone Forward your calls to a colleague so that your department doesn't miss important calls.
  • Equipment Return any university-owned equipment to your department.


If you are:

  • someone who can approve password changes in your department;
  • the owner of a website in the CMS; or
  • a requestor or approver in the Partner Staff Management System

then please get your Head of Department to contact ISS, stating who should take over these responsibilities from you.




 Information for Students

Your University leave date is the date on which your course officially ends. This is usually early July for undergraduates, and the end of August or early September for Masters students.

If you are a final year student undertaking late examinations this year, your department will amend the end date for your course so that your University leave date will be after your examinations.

  • During the first 90 days after you leave  your University account will remain open. You can access your emails and files.
  • After the 90 days and until 180 days after you leave your account will be suspended. 
    • Files (including those stored in your OneDrive account) and email are inaccessible whilst your account is suspended.
    • If you have installed Microsoft Office from Office 365, it will stop working.
    • You will no longer be able to use certain site licensed University software. See specific software titles and licences for details.
    • If you need access to your work once your account is suspended, for example if you are completing work for your department, then you should ask your Head of Department who can extend your account for you. Note that this is only usually approved in exceptional circumstances.
  • 180 days after you leave  your University account, emails and files (including your OneDrive files) will be deleted.

If you are worried about losing emails, for more information about subscribing to Office 365 after you graduate or information about migrating your files to your personal email account, please see the Microsoft website.



Frequently asked questions

 Can I export my email and take it with me when I leave?

In order to protect the personal information of all members of the University and those we deal with, you should not export Lancaster University email in bulk to personal email accounts.

You should forward on any specific personal emails you wish to keep.




 Can I forward on my university email after I leave?

In order to protect the personal information of all members of the University and those we deal with, you should not forward Lancaster University email to personal email accounts.

Instead we recommend setting an automatic reply (out of office) specifying at which email address you can now be reached, which will continue working while your account is suspended.




 What happens to my data when I leave?
  • Data in OneDrive is made inaccessible to you when your account is suspended. It is inaccessible but can be restored by request during the three-month period following suspension. It is permanently deleted after 90 days. You can Move files to a different service such as Teams or transfer ownership to another member of the University before you leave to avoid this.

  • Data in your personal filestore is made inaccessible to you when your account is suspended. It is inaccessible but can be restored by request during the three-month period following suspension. It is permanently deleted after 90 days.

  • Data in the departmental filestore, the research filestore and Microsoft Teams are not deleted after you leave, as these are shared storage spaces. Data in these areas will be inaccessible to you once your account is suspended. Access can be granted to others (should they not already have access) prior to you leaving, or after leaving at the request of your Head of Department.




 Can I continue using software after I leave?

Check the specific software titles and licences for details of whether you can continue using the software or whether it will need to be removed after you leave the University.

Much of the software that members of the University use is publicly available for free or on a personal use license.

Microsoft Office

You can buy a licence for Office 2016 and Office 365 from Microsoft's online store.

Alternatively, LibreOffice is a free open source software package that includes applications for word processing, spreadsheets and more.

Email

Outlook.com is a free email web-based email service from Microsoft that is functionally similar to the Office 365 email used by the University email system.

Alternatively, Gmail is a popular webmail client with integration with Google Drive.

Adobe Creative Cloud applications

You can find a full list of alternatives to Adobe Creative Cloud products at Alternatives to Adobe Creative Cloud applications. These can be downloaded onto your personal computer from the vendors' websites.