Expiry of ITS Accounts
Your ITS Account will automatically expire;
Student :- eight weeks after your ‘end date’
Staff :- six weeks after your ‘end date’
Others :- (Uni Id 40xxxxx) immediately on your ’end date’
- As a student you should be assigned an end date to coincide with the end of your course.
- If you are on a fixed-term contract, an end date should be set for the end of your contract.
- If you have an engagement with the university (Uni Id 40xxxxx) an end date will have been set by your sponsoring department.
- If you are assigned a new University ID, then any current account may be set with an end date and will expire.
Sometimes, expiry of your ITS Account may have been altered manually (for example, following an authorised extension).
Notification of expiry
You should receive a notice email one month before your account is set to expire. If you receive this email, please note that your account will stop working on expiry. 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 IT Services Help Desk as appropriate.
Beware of phishing
A genuine expiry notice email from IT Services 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 call the IT Services Help Desk and we will be able to confirm whether your account is set to expire and the email notification is genuine.
What to do when you receive an expiry notice
- If you are leaving the University
- If you changed status (student, research, staff)
- If you have a new University ID but previously had a staff ITS account on another ID (for example, staff in English moving from contract to permanent)
- If you have the same University ID but have moved department or from undergraduate to taught postgraduate
- If there is no reason for your account to expire
My account has expired or is suspended – can I renew it?
If you are no longer a member of the University and do not have a valid University card then we are unable to renew your account.
If you are a current member of the University with a valid University card please contact the IT Services Help Desk.
Rejoining the University within 12 months
Staff and students who leave the University and rejoin with 12 months will likely retain their original ITS Account and email address. Please contact the IT Services Help Desk if you're in this position.
Change of status in relation to ITS Accounts
Change of status is when you move between one of the following roles:
- Research post
In some cases it's appropriate to have more than one account (for instance, separate staff and student accounts). If you are undertaking part-time employment and/or study, you will have different University IDs for each account.
However, many people move from a student to a research role. Also, moving from a student or research role to being a staff member is common. In these cases you will be automatically assigned a new University ID, ITS Account and email address.
When you change to a new ITS Account, we advise you to contact the IT Services Help Desk. We can assist you with, for example, registering the new account, moving files and forwarding emails to the new account.
Expired ITS Accounts: leaving the University
When you leave the University you will no longer have access to the IT facilities because your account will start the expiry process. You should copy any files you wish to keep and forward any important personal emails from your University account to an external account.
Students who leave the university will continue to have access to their IT Services webmail account for a period of 12 months but do not have access to on campus workstations or desktop logins. Some ejournal library access is available to alumni. Please see the Warwick Alumni pages for details.
Extension of your IT account
IT Services will not extend your IT account beyond the end date of your university number. If you are staying on at the university beyond the end of your final student year and taking on different responsibiliies you will require a new university card with the appropriate grouping. Please see the university cards section for details of the categories available and how to apply. If you have been granted an academic extension the Academic Office can arrange a change in your service end date to cover the period.
Staff normally lose access to their account as they leave the university. If, in exceptional cirumstances, you need to retain access to your account beyond the expiry date hr dot services at warwick dot ac dot uk may be able to provide advice on the possibility of extending your service end date.
If you are leaving as a member of staff but taking on occasional work or a different role you will require a new university card with the appropriate grouping. Please see the university cards section for details of the categories available and how to apply.
Moved with same University ID
If you have moved department or changed from Undergraduate to Taught Postgraduate, you will normally keep your current University ID, IT account/usercode, mailbox and email address. People moving to or from WBS will get additional email addresses in the appropriate format, but your old email address will continue to work.
If you are a member of staff, your permissions to old departmental shared drives will be removed, and you will be given access to the default shared drives for your new department. You should make arrangements to move any business-critical emails related to your old department to departmental / project resource mailboxes, and transfer any resource mailboxes and email aliases to a member of your old department.
If you have any questions about how a department change may affect you, or your situation doesn’t seem to be covered here, please contact the IT Services Help Desk; they will be pleased to help.
New University ID
If you have a new University ID but have previously worked at the University within the past year, you may already have an existing ITS account.
It is preferable for staff to keep their existing ITS account including their email address and mailbox. As long as you do not change from staff to student or student to staff, your existing ITS account should automatically link to your new University ID number.
Please don't register for a new ITS account - Please contact the IT Services Help Desk on 024 765 73737 for advice.
No reason for ITS Account expiry
If you receive an email about your ITS Account expiring and your status at the University has not changed, please contact the IT Services Help Desk so we can investigate this further.
Examples of changes to status at the University are:
- New University ID (the 7-digit number shown on the front of your University card)
- Change of hours from part-time to full-time
- Change roles between student, researcher and staff
- Change of department
Re-joined the University within 12 months
Your ITS Account expires when you leave the University. However, you may find yourself back at the University and wishing to have your previous account reactivated.
- Staff: If your contract had expired but now have a new contract and/or your contract has been extended (and less than 12 months has elapsed).
- Student: You have had a 'gap year' within your course of study.
Reactivation of an old account may be possible, it depends on the following:
- you are in possession of a valid library/staff card
- the time that has lapsed since expiry (typically this has to be less than 12 months)
- you must be in the position of wanting exactly the same access rights as previously set on the expired account (same department, role)
What to do:
If assigned a new ITS Account (username) then please do not register it and contact the IT Services Help Desk explaining your situation and providing the old and new account details to see if it is possible to reactivate the older account. (On a related note - to get an extension of your library/staff card, you need to contact the original point of issue.)