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How long can I keep my account after leaving UT? What are the account retention policies for students, faculty, and staff?

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Faculty and Staff

  • NetID: retain access to OIT services that authenticate with your NetID and password for one year. One calendar year after your LeftUT date, your NetID and all access granted by your NetID will be deleted. 
  • Office 365 Email*: retain access for one calendar year after your LeftUT date in the UT Directory. At the end of this year, the account and any email forwarding that has been set will be deleted.
  • Office 365 OneDrive and other online apps: retain access for one calendar year after your LeftUT date in the UT Directory. At the end of this year, access to the files stored in your UTK OneDrive for Business will be unavailable and the files deleted by Microsoft.
  • Google Drive and other online apps: retain access for one calendar year after your LeftUT date in the UT Directory. At the end of this year, access to the files stored in your UTK Google Drive will be unavailable and the files deleted by Google.
  • Microsoft Office: Once you have left the University, your Microsoft Office ProPlus subscription will end, and access to the desktop suite and web applications will be unavailable. Your license for the Home Use Program will no longer be valid.  After this time, you will need to enroll in other available consumer or commercial offers from Microsoft or other third-party retailers.
  • Software Downloads: access to the OIT Software Download site will end on your LeftUT date in the UT Directory.  Additionally, once you have left the university, you are no longer licensed to use this software, and it must be removed from your computers.
  • OIT Labs: retain access for one calendar year after your LeftUT date in the UT Directory.
  • Canvas: access to Canvas will end on your LeftUT date in the UT Directory. 

* Retirees with at least ten years of service are eligible to retain an email account by contacting Benefits and Retirement, http://humanresources.tennessee.edu/benefits.

Students

  • NetID: retain access to OIT services that authenticate with your NetID and password for one year. One calendar year after your LeftUT date, your NetID and all access granted by your NetID will be deleted. 
  • Volmail Email: retain access to your Office 365 or Gmail netid@vols.utk.edu email account and email address indefinitely. One year after you leave the University your @utk.edu, @tennessee.edu, and other email aliases will no longer deliver email. You will still be able to use and receive email at your @vols.utk.edu address.
  • Office 365 OneDrive and other online apps: retain access for one calendar year after your LeftUT date in the UT Directory. At the end of this year, access to the files stored in your UTK OneDrive for Business will be unavailable and the files deleted by Microsoft. OIT recommends backing up and transferring your files to another third-party service or your UTK Google Drive.
  • Google Drive and other online apps: Access to the G-Suite Apps, including Google Drive, will remain available after you leave the university
  • Microsoft Office: Once you have left the University, your Microsoft Office ProPlus subscription will end, and access to the desktop suite and web applications will be unavailable. After this time, you will need to enroll in other available consumer or commercial offers from Microsoft or other third-party retailers.
  • Software Downloads: access to the OIT Software Download site will end on your LeftUT date in the UT Directory.  Additionally, once you have left the university, you are no longer licensed to use this software and it must be removed from your computers.
  • OIT Labs: retain access for one calendar year after the LeftUT date in the UT Directory
  • Canvas: access to Canvas will end on your LeftUT date in the UT Directory. 
  • MyUTK: access to MyUTK and academic transcripts will end one calendar year after your LeftUT date.

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