IT Checklists

IT Checklist for Leaving UVA

Your grace period is determined by the last "role" (e.g., student, faculty, or staff) you have when you leave UVA unless a grace period of a previous role exceeds that timeframe.

Examples:

• If you are a student and student worker, you qualify for the student grace period when you leave UVA. (e.g., 6 months > 7 days)
• If you are a staff and a student and leave both roles, you qualify for the student grace period. One exception to this is if you stop being a student and leave your staff role after student grace has expired (6 months). In that case, you qualify for staff grace when you leave.

Grace period start dates vary:

• The start date depends on when your information was updated in the system of record (Workday and/or SIS) which can vary across UVA departments and organizations.
• If your status changes, such as getting a new role or losing one, your grace period will change accordingly.

If your UVA colleagues need continued access to your UVA Box files/folders, you must appoint a new owner of those files/folders before you leave.

To transfer ownership:

1. For the file/folder you want to transfer, invite the user at any collaborator level.
2. Change that user's permission level to Owner (not Co-Owner, which will result in deletion of files/folders when your account is removed). You will get a warning that you are dropping your own permission to Editor.

If your UVA colleagues need continued access to your OneDrive files/folders, transfer them to a Team that your group is currently using or create a new Team for their use.

Note: Teams are a good long-term option since it is possible to change the Team owner(s) when individuals leave. 

1. Find out if there is an existing Team that your group is using to which you can add your files. If not, create a Team and invite your colleagues.
2. If you are the owner of the Team, add at least one additional owner who has a current, valid Microsoft 365 (formerly Office 365) account. Owners will get the yearly renewal email and can also manage membership.
3. Upload your files from OneDrive to the Team (instructions provided by the University of Maryland (PDF)).

To ensure any Teams or Groups that you created/own continue to function properly after you leave, add at least one additional owner who has a current, valid Microsoft 365 (formerly Office 365) account. Owners will get the yearly renewal email and can also manage membership. 

If you have surveys that need to remain active or have data that needs to remain available after you depart, have those surveys moved to another UVA employee by filling out this Qualtrics Ownership Change Form. Deactivate all the remaining surveys by pausing Response Collection.

If you manage a list for a University group or department, see deleting/closing or changing ownership of a UVA mailing list.

To ensure any collaboration sites that you own continue to function properly after you leave, add at least one other person to the site in the Owner role, or transfer ownership of the site to a colleague.

If you are responsible for a UVA website, transfer ownership before you go.

If you have sheets, data, or Workspace that UVA colleagues must access after you leave, follow the Smartsheet Change Ownership instructions.

Managers can request to transfer or cancel a departing user's license.

Your grace period depends on how and when you received UVA Email (Academic Microsoft 365). If you...

• Never had UVA Gmail, your UVA Email (Microsoft 365) account will expire nine (9) months after leaving UVA. 
• Opted-in to UVA Email, your account will expire nine (9) months after leaving UVA.  
• Received UVA Email as a student worker or employee, your account will expire six (6) months after leaving UVA. However, your grace period is also dependent on the roles you have when leaving UVA. 

During your grace period:

• Start using a non-UVA email account of your choice.
  
  • For example, a non-UVA-supported Microsoft 365 Personal account. (Cost ranges from free to $12--with UVA alumni discount: $12 for 12 months).
• Forward or copy/move important emails from your UVA account so you don't lose them.
• With Alumni Email Forwarding, you will continue to receive emails sent to your UVA email address after your account expires.

If you are taking a leave of absence:

• If you will be on leave for more than 9 months and losing your Microsoft 365 account will cause hardship, request a one-year Microsoft 365 account extension.
• This request can be submitted by the student or by any active faculty or staff member on behalf of the student. 

Note: If you return to UVA at any time, you will be given the same email address as before.

For UVA Email (Academic Microsoft 365) accounts:

Employees leaving the University will lose their UVA Email (Microsoft 365) account after a grace period.

Employees that are retiring may maintain access to their UVA Email account. See how to keep your account active and continue getting emails at your UVA email (e.g., computingID@virginia.edu) as a retired University Academic faculty or staff member.

NOTE: Only Academic faculty and staff who have ITS-licensed Microsoft 365 mailboxes at the time of their retirement are able to use the Retiree Account Process for UVA Email. Darden, Law, and UVA Health employees are not eligible. School of Medicine faculty and staff who use Health System email rather than ITS-licensed Microsoft 365 mailboxes are also ineligible.

The grace period for student Microsoft 365 (formerly Office 365) accounts that

• include email is 9 months
• do not include email (i.e., "tools-only") is 6 months

During your grace period, you should either:

• Transition your UVA Microsoft 365 account to a non-UVA-supported Microsoft 365 Personal account. (Cost ranges from free to $12--with UVA alumni discount: $12 for 12 months).
• Download/move your UVA files to a personal storage location of your choice.

If you are taking a leave of absence:

• If you will be on leave for more than 9 months and losing your Microsoft 365 account will cause hardship, request a one-year Microsoft 365 account extension. Email accounts@virginia.edu explaining your leave situation.

When your grace period ends, OneDrive files/folders, which are University records, will be removed and your Microsoft 365 (formerly Office 365) account will expire.

Before leaving UVA, move the files you want to keep from OneDrive and transfer ownership of any shared files/folders to a member of the University community.

Students:

• You will lose your license for Microsoft 365 (formerly Office 365) after 9 months. Your software will stop working and your content within the account will be lost once your license is removed.
• If you graduate:
  
  • You may continue to use the Azure Dev Tools software that you downloaded, including Windows, after leaving the University; however, the software is for teaching and learning and may not be used to run a business or for ventures that drive commercial profit. 
• If you leave without graduating:
  
  • You must remove the Azure Dev Tools software that you downloaded, including Windows.

Faculty & Staff:

• Return licenses and uninstall software.

Under most circumstances, employees retain access to Workday for 13 months after leaving employment to access payslips and W-2s.

• If you no longer have Workday access, contact HR for assistance.
• UVA Health employees may need to reset their UVA password to continue uninterrupted access. 

University files should be managed in accordance with the records retention and disposition instructions of the Records & Information Management Office.

• Files not meeting retention or needed by your replacement/supervisor should be turned over to them to follow retention instructions. 
• Files meeting retention should be deleted/destroyed and documented per Records & Information guidance.

Personal files should be removed from all University IT resources and moved to your own storage or deleted/destroyed.

Voicemail:

Employees with voicemails on their University phones should review and delete voicemails or give their supervisors permission to wipe out the voicemail box and reset the password.

Change user of phone extension:

To transfer a university phone number (aka extension) associated with your computing ID, work with your departmental Local Support Partner (LSP) (mobile-friendly LSP list) or phone counselor to submit a Change User or Voicemail request through ServiceNow. The LSP or phone counselor can switch the account to a department phone and then set a new greeting and enable voicemail messages. To associate the extension with a different employee, the LSP or phone counselor can submit another ServiceNow request to change from a department phone (un-named extension) to a named extension.

Forward calls:

Alternatively, you can set your phone to “Call Forwarding Always” so that calls are routed to an active UVA employee in your department.

Long-distance:

If you used a Forced Authorization Code (FAC), a 7-digit PIN for long-distance or international dialing typically required on phones in public locations, then you’ll need to cancel your FAC.

VITA Conference calling:

If you had an audio and web conferencing account using the Virginia Information Technologies Agency's (VITA) service, cancel your VITA account.