End of year & leavers ICT advice 2019

End of term self-registration clear out Monday 8th July 2019 @ 10:30am

Computer registrations for this term are set to expire on Monday 8th July 2019 at 10:30am. Anyone who is still in College will be prompted to re-scan their computers when next connected.  Please make sure you have kept your computers updated with both security updates and anti-virus software.  Full details of the minimum system requirements may be found on the College website under Computer Requirements:


EMAIL

You can redirect your mail from NEXUS365 and also leave an Out of Office message, see: https://support.office.com/en-us/article/Send-automatic-out-of-office-replies-from-Outlook-9742f476-5348-4f9f-997f-5e208513bd67. Of course you do not need to do this as you can access your email from anywhere via https://outlook.office.com/.

LEAVERS

General IT information for leavers can be found here: https://help.it.ox.ac.uk/iam/registration/finishing_at_oxford.

LEAVERS EMAIL

Undergraduates, Visiting Students and Graduates are able to access their Nexus365 mailbox for an additional month after card expiry. The mailbox (and email addresses) will be deleted three months after card expiry.

Full details here: https://help.it.ox.ac.uk/iam/registration/finishing_at_oxford/email

During the two-month grace period:

•         Email will continue to be delivered to your mailbox unless you have taken action (see below) or until your quota is reached, but you will not be able to read these messages unless you have set up forwarding.

•         If an Out of Office message has been set up, it will continue to function (but it can’t be updated; however, student leavers are able to set or change mail forwarding via https://register.it.ox.ac.uk/self/nexus within three months of card expiry).

•         If neither a forwarding or an out-of-office message has been set up at card expiry, Nexus will set an Out-of-Office message saying This account is scheduled for deletion. It is unlikely that your message will be read. If you return, this message will be automatically removed.

Once your mailbox has been deleted, no email forwarding will occur and no Out of Office messages will be sent. Email sent to your mailbox will be returned to the sender as undeliverable. Once deleted, your mailbox data are kept on tape for a short time before being deleted.

Further information on what happens to your email account at the end of your course is available on the University and IT Services websites: http://help.it.ox.ac.uk/iam/registration/finishing_at_oxford, https://www.ox.ac.uk/students/graduation?wssl=1.

Nexus365 (Office365 from the University IT Services)

See the new advice from central IT Services: https://help.it.ox.ac.uk/iam/registration/finishing_at_oxford/email.

OFFICE365 with KUVUTU/onthehub (not Nexus365)

Please remember to download a copy of all your documents before your Office365 account expires with OnTheHub, this is a 3rd party service, contact information for support can be found here: http://onthehub.com/help/

ANTI-VIRUS

Sophos offer a Free Anti-Virus product for personal use and is available from:

        Sophos Home: https://home.sophos.com/

Always uninstall other anti-virus products before installing a new one.

3rd -> 4th YEARS

If you were originally registered on a three-year course, be aware that the expiry date of your University Card is the expiry date of your email account. If this date is this summer please contact the Academic Office, (academic.office@some.ox.ac.uk), to request a new University Card for your fourth year. Your email account will be extended to the expiry date on your new Card. Please include in your request email your full name, and the reason you are requesting a new Card.

RETURNING NEXT YEAR

Please make sure you keep your computer and anti-virus software updated, when you return you will need to once again use the self-registration system which will check you have done so.

RETURNING AS A GRADUATE

You will be treated as someone who leaves and starts as a new person in Michaelmas Term.  This will mean that you may have to wait for the creation of new accounts including email.  Technically, if your university card expires during the vacation you are not considered a member of the University and may need to renew your card before access can be restored.

BACKUP

Please backup your files store on College servers to removable media – while we will take all efforts to keep your data intact, and have not lost any to date, no guarantees are given that any existing files will be in your account next term.

32gb USB 3.0 Memory sticks are available from the Lodge

Wishing those of you returning a good break, and those leaving us good luck with whatever the future brings you,

Somerville IT Office

01865 2 70597