Check List for Leaving St. Mary's University

Overview

This article provides information regarding what to expect to happen with your user account upon leaving the university and steps to ensure data is not lost to you or your department.

Account Expiration

Please be aware that accounts at St. Mary's University expire based on the classification of the user and the reason for separation from St. Mary's. When the expiration time is reached accounts are deactivated and then deleted.  Access to the account will no longer be possible and all data will be lost.

Expiration Time Frame:

After account expiration you will no longer have access to the following services:

• Campus WiFi
• Canvas
• Gateway
• Microsoft 365 (Email, OneDrive, SharePoint, Teams, Microsoft Office)
• Qualtrics
• SIS (Banner)
• Zoom

Prior to Departure

Prior to your account expiration ensure that you have downloaded your data to a personal storage location and ensure transfer ownership of any data or tool to your supervisor.

OneDrive (Microsoft Office) Files

If you have personal documents in your OneDrive that you will need after your account expiration it is your responsibility to download the files or transfer them to a personal cloud storage location.

If you have documents in your OneDrive that will be needed by your colleagues or department after your account expiration, 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.

Microsoft Teams & Groups

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. 

You will lose access to Teams & Groups after a grace period but co-owned content will remain.

Qualtrics

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 St. Mary's employee by submitting a request to the TSC. 

Canvas

Prior to your account expiration date, you should export any content that you need from Canvas. Students can create and download a ZIP file containing all of their assignment submissions; instructors can export their courses and import them into other learning management systems. (Note: exported courses do not contain grades or content created by students, such as assignment or quiz submissions.)

After Departure

Please ensure that you un-install all software provided by St. Mary's University immediately after your expiration period. Some applications will quit working after your expiration date but others will not. It is your responsibility to ensure that you are in compliance with the terms of software licenses. Any software purchased through Barnes and Noble or personally purchased are your property and continue to be used in accordance with the license agreement.

You will no longer have access to the Microsoft Office Suite. You can sign up to use the free web apps provided by Microsoft on the following site:

Free Microsoft 365 Online | Word, Excel, PowerPoint

You can also choose to purchase a subscription to Microsoft 365. This site can be used to compare offerings and sign up for a paid option at this site:

Compare All Microsoft 365 Plans (Formerly Office 365) - Microsoft Store