Account Expiry (Staff)

I am leaving the university – what will happen with my IT account (including my filestore and email address)?

When you notify the University you are leaving you will soon afterwards receive an email from ISS to advise you when your IT account will expire.  Your account will normally expire the day after your contract of employment with the university has ended, unless your Head of Unit has authorised an alternative expiry date.  Academic staff will normally retain access to the university network including email for one month after their employment has ended.

For further information please refer to Policy on Termination of IT Services access for Staff Leavers at http://www.ncl.ac.uk/hr/policy/leaving/index.php.

Before the expiry date, detailed in the email from ISS, you should ensure that you:-

  1. Set up an out of office message in your email account as soon as possible, advising that you will no longer be working at the University, http://www.ncl.ac.uk/itservice/email/general/outofofficeassistant/.

We recommend the following wording for an appropriate out of office message :-

I am leaving the university on [advise date] and this email address will terminate soon after this date.  Please re-send business emails to [alternative email address] or contact the [school or service] on [suggested telephone number].

Your out of office message will no longer operate once your account is removed.

  1. Ensure you communicate your alternative address to your contacts. Remember to include any personal online accounts (banking, paypal etc.) where you have used your Newcastle email address for identification.
  2. Save any emails/attachments from your email account and any files from your personal filestore (Home folder) that you wish to retain.  Ensure you move all business information/records to a shared filestore.
  3. Arrange an alternative address - many internet services offer free email accounts.

When your account expires:-

  • Your account will be inaccessible.
  • We are unable to extend your account beyond this date.
  • We are not able to add a forwarding email address to your account.

If you have received an email advising your account will expire and you are not leaving the University, contact your Faculty Human Resources Team at http://www.ncl.ac.uk/hr/about/contacts/