Departing the U? Remember your tech to-dos.
If you’re leaving the University of Utah, you’ve probably started a to-do list. Graduating students no doubt have more than paperwork to pack before their last day.
While putting things in order, try to remember housekeeping tasks related to university IT accounts, data, and technology services. This is important because, depending on your role at the U, your uNID may be deactivated, cutting off access to Box, Canvas, CIS, university libraries, software, and Wi-Fi — leaving you with a limited time to retain documents and data.
This “goodbye guide” can help you prepare. The following information also is accessible in this UIT Knowledge Base article.
UBox accounts expire after your affiliation with the university ends, except for emeriti, who retain their account access. Because inactive accounts aren’t accessible, you must download or transfer your personal files before you leave the university.
We suggest you move your files to:
- A personal Box account, which is free up to 10GB (if you need more than 10GB of storage, you may purchase a paid plan)
- Another cloud storage provider
- A computer hard drive or external storage device
If you own a University of Utah-related folder, you must transfer Box ownership rights to another U employee or student.
While active students may access Canvas content from past semester-based classes, they may review, but not interact with, course materials. Content from nonsemester-based classes is available until an instructor concludes the course, at which time the material becomes read-only.
Assignment submissions — from current and concluded courses, as well as those submitted by group members — may be downloaded if you’re still affiliated with the university. Please note that the files will not include modifications from instructors, like annotations.
To retrieve files after leaving the U, please email firstname.lastname@example.org. Emeriti retain access to Canvas after retirement.
Eligible students, faculty, and staff may install and use software on personally-owned computers for academic purposes while actively enrolled or employed by the U.
Upon leaving the university, however, you must uninstall the software from your device(s) and destroy any accompanying distribution media — unless you purchased a perpetual license. Perpetual license owners may use the product indefinitely, however, updates, upgrades, and technical support included during the initial licensing term will no longer be available. To continue receiving those features, please purchase maintenance on the license.
If you’re not sure which license you purchased, check your receipt for the terms or visit the Office of Software Licensing web store (login required) to view product information.
Lastly, remember to retrieve files stored in that software product’s cloud. After your account is deactivated, you will not have access to them. Anticipating this issue, Adobe established a Student Assist asset migration portal to help graduating students move content from their Creative Cloud accounts to personal accounts so they may maintain access to their assets, profiles, and web portfolios. Departing U staff members may also use this service.
Students, faculty, and staff will no longer have access to UConnect and ULink after their account is deactivated, but they may continue to access the internet for free in wireless areas managed by UIT. Here's a short primer on using UGuest.
Before you go, remember to ...
- Return books, A/V equipment, technology resources, and other materials to the university and its libraries. Employees should relinquish U-issued devices to their supervisor or local IT support staff. Note: University organizations, departments, and colleges are urged to contact University Surplus and Salvage (801-581-7917 or email@example.com) to start the e-waste collection and disposal process.
- Update your personal information, such as a new address or phone number, in Campus Information Services (CIS)
- Check these and any other U accounts for personal files or records you’d like to keep:
Need something from your student record? Visit the Office of the Registrar's website for more information.
Employees should contact their respective HR departments to inquire about personnel records.
Our monthly newsletter includes news from UIT and other campus/ University of Utah Health IT organizations, features about UIT employees, IT governance news, and various announcements and updates.