What happens to your user account when you leave the University?

Introduction

Your user account is your gateway to access various services and resources provided by the University, such as email, online learning, library, printing, and WiFi. Depending on whether you are a student or a staff member, your IT user account will have different privileges and expiration dates when you leave the University.

Who is this article for?

This article is helpful for all the University of Warwick staff and students.

Need more help?

You can find out more about IDG's services and support by using Itika, our new virtual assistantLink opens in a new window, to access IDG's Knowledge Base.

If you need help or support with this or any other change, please contact us by visiting IDG’s Service PortalLink opens in a new window, or by phoning +44 (0) 2476 573737 or ext. 73737 (internally).

The ServiceDesk is available 24 hours a day, 7 days a week.

Last revised: 12/04/24

When your account will expire

• Students: Your user account will convert into an "alumni" account, with limited access to services, eight weeks after your 'end-date'. This end-date should coincide with the end of your course. You will have access to email and limited account services for one year beyond this date.
• Staff: Your user account will expire immediately at the close of play on your actual leaving date. If you are on a fixed-term contract, you should have been informed of your end of contract date.
• Others: If you have a University ID starting with 4 (eg. u4xxxxxxx), your user account will expire immediately on your end date. If you have an engagement with the university, an end date will have been set by your sponsoring department.

Do not rely on any services, applications, or resources being available after your contract or course end date. In several instances, this is not permissible under our license agreements.

If you have been assigned a new University ID, any current account may be set with an end date and will expire.

Sometimes, the expiry of your user account may have been altered manually, for example, following an authorised extension.

Notification of expiry

You should receive a notice by email one month before your account is set to expire. Please note that your user account will stop working on that expiry date. If you are not expecting your account to expire, read the information below to see why it may be set to expire and then contact the IDG Service Desk as appropriate.

Beware of phishing

A genuine expiry notice email from IDG will not only give details of the account expiring but will also contain other University-held data specific to you.

If you are unsure of the email's authenticity, please contact the IDG ServiceDesk and we will be able to confirm whether your account is set to expire, and if the email notification is genuine. Our contact information is on the left.