Keep my email
Important information for all Leavers!
POLICY RELATED TO RETENTION OF STUDENT EMAIL
Ulster University reserves the right to regularly review the policy related to the retention of Office 365 email by graduates. In the event of any policy change, there will be a communication to all Office 365 account holders to advise of any such change. You are also strongly advised to regularly monitor this page as policy changes and resultant impact related to your account access will also be outlined here.
What happens to my IT access when I leave University?
As a leaver your access to centrally managed university IT systems will be disabled on a schedule based on your leaver status:
It is University policy that graduates may continue to access their Office365 email after graduation and will be provided ‘email for life’ as Alumni. However, the University is required to withdraw access to the OneDrive cloud storage and all other centrally managed IT systems such as Portal, Blackboard and login rights to Student Workstations after you graduate. This withdrawal of services, except Office 365 email, will occur after the Winter Graduation ceremonies in December of each Academic Year.
If you are an unsuccessful leaver, you will have five weeks from your date of student deregistration before access to both your Office 365 email and OneDrive is withdrawn. Other University systems such as the Portal, Blackboard and login rights to Student Workstation will be withdrawn immediately, once your academic status is marked as deregistered by Student Administration.
WHAT SHOULD I DO IF I THINK MY LEAVER STATUS IS WRONG?
Your University IT account is linked to your academic status within your Student Banner record. Once you are correctly marked as a leaver then your IT access to the withdrawn services cannot be restored. However, if you believe this leaver status is incorrect, please contact your relevant Campus Academic Registry Office who can discuss this with you.
What systems will be withdrawn?
- Blackboard Learn
- OneDrive (as associated with your Office 365 email)
- University student workstations (in Library and centrally supported IT Laboratories)
- Office 365 ProPlus Licence for free Microsoft Office Applications (after your services are withdrawn, your licence for full functionality of the Office apps on your personal device(s) will be revoked. If you have already installed these applications using the University licence, you may continue to use the apps in read-only mode or alternatively you can convert to a personal licence you have paid for)
You will retain access to your Office 365 email account as defined by your leaver status, outlined above.
BACKUP OF PERSONAL INFORMATION If you wish to retain any files from your OneDrive cloud storage, you must take a copy of these before your access to the OneDrive is withdrawn. Please note that Information Services cannot assist you to retrieve the information stored on OneDrive once access is withdrawn.
It is also your own responsibility to ensure you have taken steps to backup any other information stored on University systems that you wish to retain before your access is disabled – as per your leaver status (outlined above).
How do I access my Student Office 365 email after leaving?
You may wish to retain access to your student Office 365 mailbox after you leave. Continued Office 365 email access is also essential to ensure you can retain access to your Higher Education Achievement Report(HEAR).
The direct link to access Office 365 email is http://portal.office.com
What login details should I use?
- From 17 July 2017, all new leavers from Academic Year 16/17 onwards will use their email address in the format firstname.lastname@example.org and your network password (e.g. the same password used for access to Portal and Student Workstations). For further information on your email address change, please see here
- For all leavers prior to Academic Year 16/17, please continue to use your existing email address format e.g. email@example.com and your Office 365 email password. If you have already changed or know your Office 365 email password (via direct login as above and/or you may have used it to activate Office365 ProPlus) then continue to use this password. You can choose at anytime to reset it via the method shown below.
I don’t know my Office 365 email password. How can I find it?
You will be able to retrieve the initial email password that was assigned to your mailbox during Online Enrolment.
Once you have found your email password from your Banner record, please try your login via http://portal.office.com. If you continue to have issues, please see the I am still not able to access my mailbox, can you reset my password for me? section below.
Can I reset my Office365 Password to a more personal one?
Yes, if you choose not to continue to use the password initially set at Online Enrolment and shown in your Student Banner record as above. Your most convenient way to do this is to log into your mailbox and do from within Office 365 settings.
IMPORTANT NOTICE If you have already used your known current email password to set up mailbox access via a mobile device app or email client, then exercise caution before setting your password. These services will need to be updated with any new password.
Once you have logged onto your mailbox, select the ‘Settings Cog’ in the top right hand corner and then Office365 settings as shown below.
In the My account– Settings dialogue box select Password.
You will need to enter your existing password (if unknown, you need to refer to the I don’t know my Office 365 email password. How can I find it? section above to get the original one from your Student Banner record) and then create and confirm your new password.
I am still not able to access my mailbox, can you reset my password for me?
If you have already attempted login using the password initially set in your Student Banner record (as outlined above) and it has not been successful, you can request a “Student Leaver Office 365 email password reset” via an email request to the Service Desk(firstname.lastname@example.org),stating details such as your Student B Code and Office 365 email address which will help us to identify and authenticate you as genuine.
We may request additional personal information from you to assist us in this process, using information stored in your Student Banner record. Please expect a further reply to the email address you are using to request the password reset if we need further information.
This identification process is designed for the protection of your mailbox, reducing the risk of identity fraudsters attempting to impersonate you to gain access to your emails.
Ideally, you should also send this request using your alternative email address as listed in your Student Banner record, as this will also help us to verify your identity.
Once identity checks are completed, we can issue a password reset email to your requested contact email address.
Thank you for your attention and Information Services wish you every success for the future!