Question

What happens to my Computing Account when I leave or graduate from UC Davis?

Overview

Campus sponsored licensing for products discontinues once you leave UC Davis. This includes but is not limited to Microsoft, SIS web, and Google products and services.
Please see the listing below for specifics.
To reduce any data loss, please download resources you would like access to after graduation or leave UC Davis to personal non-UC Davis accounts.

If you are using any electronic communications resources, such as an email address, for incidental personal use (e.g. for a login address to a non-UC Davis web page) it is strongly encouraged that you switch to using a personal non-UC Davis email address so you do not lose access to those sites or services.

Please see the following sections for the impact it will have for your department and for your individual access:

• Your computing account closes
• Get copies of your academic coursework and grades
• Move your data
• Make arrangements for your email and mailing lists
  
• Update your personal information
• I am still doing school work/work for my department

The information on this page is subject to change. Please check back for updates.

Answer

Your computing account will close.

• Access, software, Library services/VPN, and files stored with campus services are affected by this. You may have access to some email services past this notification. 
• The date that your account loses access varies based on Undergraduate, Graduate Student, and College/School dependencies. These can cease as soon as days after separating from UC Davis for UCDH, School of Medicine and School of Nursing, 30 days for staff and temporary affiliates and up to 3 months for students who have graduated. UCDH may not notify you when they begin their process. For all other students, you will receive an email when the process starts. 
• If you have registered any computer MAC Addresses for use on RESnet, they will be de-registered during the closure process. If you have a router you are handing to a roommate, you will need to deregister that device so you are not held liable for activities on that MAC address.
  Access to UC Davis campus computer labs and the Eduroam wireless network will also be discontinued during the closure process.
• UCD affiliates associated with UCDH with a full or split appointment must contact UCDH IT for policy information.

As you prepare your information for possible data and email log transfers as you leave UC Davis, please keep in mind the following: 

• University business records, which may include emails and attached documents, stored in email inboxes must not be transferred to personal accounts, as they belong to the university and may be subject to specific requirements on the disposition of those records. Whether or not created or stored on university devices, these records can be subject to disclosure under the California Public Records Act or other legally required purposes.
• Personal information about others that were collected and/or maintained in emails for the purpose of official university business duties must not be transferred to personal accounts. Keeping this information beyond official duties may be a violation of policy and applicable laws as a possible unauthorized use or misuse of records.

Offboarding Checklist:

Get copies of your academic coursework and grades

Make sure you have what you need for applying to graduate schools and your academic records.

• Canvas: Export your courses from Canvas.  If you need access to Canvas again, you will need request the department of your major to temporarily sponsor you for access.
  Please see https://community.canvaslms.com/ for the latest steps on how to export those from the application.
  • You can also reference this KB for more information and tips.
• Transcripts: For unofficial transcripts, log in to SISweb to print or save a copy before your account closes. Once your computing account has closed, you order official transcripts from the registrar, by visiting their page
• If you need access to any of these temporarily, please see Can I extend my account access after closure?

Move your data

You will no longer be able to access campus-hosted services, such as and not limited to myucdavis, Office 365/Microsoft Products including OneDrive, Docusign, UC Davis Canvas, UC Davis Zoom, and SISweb. Please download personal items before you lose access.

• Google: To get a copy of your Google Data and Email for personal use after you leave UC Davis, please see this KB for steps to download that: https://kb.ucdavis.edu/?id=0507
  • If you are eligible for former student email service, your data limit will be 20GB on the former student email service for a limited time. IDUO is required for former student services.
  • This does not extend to students in programs associated with the School of Medicine, School of Nursing, Public Health, and other specialized programs that are not a part of Davismail or Google Workspace.
• Microsoft: Your Office 365 and OneDrive licenses expire.
  • Your documents are accessible if they are stored on your personal computer.
  • OneDrive documents will need to be transferred to something you have access to.
  • Software licenses can be purchased from Microsoft.
• Student Work: If you worked for UC Davis while you were a student, your department, research groups, and labs will lose access to shared documents you own.
  • Please work with your local IT to transfer data to prevent work stoppages and data loss.

Make arrangements for your email and mailing lists

Your individual email account closes. If you are using the UC Davis email address for incidental personal use (e.g. for a login address to a non-UC Davis web page), switch to using a personal non-UC Davis email address so you do not lose access to those sites or services. 

• Davismail/Google Workspace email users: If you are eligible for former student email service, you will be moved to the former student domain for a limited time.
  
  • You can use Google Takeout Transfer to move your emails and data: https://kb.ucdavis.edu/?id=00507
  • Students in programs associated with the School of Medicine, School of Nursing, Public Health, and other specialized programs are not a part of Davismail. 
• Outlook email users: You can set an Out of Office rule in your individual Outlook mailbox that will stay in place until that license expires. Steps to set that up are here: https://kb.ucdavis.edu/?id=00681
  • This does not extend to students in programs associated with the School of Medicine, School of Nursing, Public Health, and other specialized programs.
• Mailing lists: Re-assign privileged ownership of any lists you manage.
  • To stay active on a list,  resubscribe or change your email address on your list profile at lists.ucdavis.edu
  • If you need to access lists this after you leave, log in as "Other User" with steps from this page.
• NOTE: If you have been using your loginid@ucdavis.edu and not your mailid@ucdavis.edu, you will need to change that wherever you use it as loginid@ucdavis.edu will no longer continue to deliver email to you.
• Email forwarding to a personal email address is not available.

Please see this page for updates on this service: https://iet.ucdavis.edu/email-service-transition 

Update your personal information

Stay in touch! For access to your records and alumni information, 

• Student records: To update your name or home mailing address, contact the Office of the Registrar or use this link to update your personal information: https://registrar.ucdavis.edu/records/changes-personal-information
  • Changes made after you leave UC Davis reflect only on your Academic record. Your computing account and related services close and will not receive updates.
• W2 Forms and payroll: You will not use your UC Davis credentials to log in to UCPATH once you are no longer listed as active in UCPath.
  • Please scroll to the bottom of the first login page and click University of California, Former Employees to access your information and be prepared to use a non-UC Davis email address.

Can I extend my account access after closure?

Unfortunately, without an active faculty, staff, or student record, all UC Davis Computing Accounts begin an automatic closure process.

• If you are currently on filing-fee, this can also start the closure process since it is not an active student status.
• If you need to extend email access because you are still working on project for your department, providing transition support, assisting on a project, or need to complete a class for UC Davis , please contact your last department of hire or the department of your major to request a Temporary Affiliate Status to be temporarily sponsored.
  you can be sponsored with a Temporary Affiliate Form (TAF) by your department of hire for up to one year.
• For more information on the TAF process and where to refer your sponsor, please see the following page: https://kb.ucdavis.edu/?id=00575

I forgot my passphrase. 

If you need help resetting your passphrase, please see this page for available options including how to contact IT Express should you need additional assistance with that process:
Change your passphrase