LEAVING OXFORD FOR THE LAST TIME

Unfortunately all good things come to an end. Leaving Oxford after your studies is a busy time of mixed emotions; happy that you have finally finished, sad that you are leaving friends. Below are some practical information concerning the IT side of things when you finally leave Oxford.

  • University Card expiry date
  • Single Sign On (OXFORD SSO)
  • Email
  • REMOTE ACCESS (Eduroam and VPN)
  • Anti-virus software
  • More information about leaving Oxford
  • Online resources for finalists and leavers

UNIVERSITY CARD EXPIRY DATE

Final-year undergraduate card extensions
It has been confirmed that all final year undergraduates will have their University cards extended to 31 July.
Undergraduate leavers’ cards usually expire at the end of June​, marking the end of formal study. However, this academic year, all cards will ​be extended by one month. Students’ programmes of study will not be extended, and although they will not be expected to access University facilities beyond the end of term, the extension of the card may also ​enable access to IT and building facilities that require an active University card. IT Services and the Card Office have started planning the work to extend all undergraduate leavers’ cards before 30 June, and there is no action needed by either staff or students.

The entitlement to the full range of University IT Services, according to your card status, continues until the expiry date on your University Card.  This may be earlier than the date printed on your card if:

  • your card has been cancelled by your college or department (this can happen if you resign or your contract expires before the expiry date shown on the card)
  • your card shows Congregation status but you are no longer on the Register of Congregation (this can happen if you change department or college)
  • your card has been renewed with a non-qualifying status, such as a Library Services card

If you move within the University to another college or department and are not sure if you are entitled to computing facilities then you can check here:

http://help.it.ox.ac.uk/iam/registration/service_entitlements

You can also check the IT Services page about the University Card if you are not sure of the renewal procedure: http://help.it.ox.ac.uk/iam/registration/university_card

Some limited facilities will be available AFTER the expiry date:

  • email forwarding and Out-of-Office message
  • access to Student Self Service
  • access to GSS (Graduate Student System)

SINGLE SIGN ON (OXFORD SSO) – Undergraduates and Graduates

Your OXFORD Single Sign-On (SSO) account will be available for 11 months following the completion of your course in order for you to access University systems such as Student Self Service and Graduate Student System – for instance the ability to book graduation ceremonies and retrieve transcripts.

Unfortunately COVID-19 has resulted in the cancellation of graduation ceremonies until September 2021. The exact dates and format of the ceremonies are still to be confirmed, and the University is currently working through the details. However, a separate event will take place in July for medical students who need to have their degrees conferred before working in the NHS.

Find out more about the University of Oxford graduation ceremonies


EMAIL

What happens to my Nexus365 account?

Undergraduates, Visiting Students and Graduates

  • You will be able to access your email/OneDrive data for a month after your card expires.
  • Your mailbox content, your email addresses, and OneDrive data will be deleted three months after your card expires.
  • Anyone you have given shared access to OneDrive files will be able to access them for a further 2 months only.

Returning students

  • If you are potentially starting a new course in the following academic year your account will be extended to week 2 of Michaelmas term and you will keep your existing account.

All other users

  • You will not be able to access your email/OneDrive data once your card has expired.
  • Your mailbox content, your email addresses, and OneDrive data will be deleted two months after your card has expired.
  • Anyone you have given shared access to OneDrive files will be able to access them for a further 2 months only.

Once deleted, your mailbox and other data remain recoverable for 30 days before being permanently removed. It won’t be straightforward to retrieve your data and there will be a charge levied when we are asked to do this.

You can set up an email forward to deliver your Oxford email to an external email provider (eg Google Mail or Outlook.com) for a further two months. The email forward must be set up before your NEXUS expires.

If you are a Graduate …

the College Office will email you with a link to this page.  You will have to move fast and arrange email forwarding because once the College informs the University Card Office that you have “Leave to Supplicate” your University Card will be deactivated pretty much immediately and you will not be able to access your NEXUS email or any other University online resource (see “What is an Email Forward” below).

Therefore, if you are staying on at Oxford as a post-doctoral researcher after you have been given leave to supplicate you must contact your department to request a replacement University card. Your email address will then be updated to reflect your affiliation with your department.

Once “Leave to Supplicate” has been granted, we very much look forward to seeing you at College when you attend Old Members events and your Degree Ceremony. For general degree ceremony information visit: https://www.ox.ac.uk/students/graduation/ceremonies

What is an Email Forward?

Email Forwarding is like a trampoline for your email.  Once setup, new messages sent to your NEXUS email address are “bounced” to another real email account. So you can receive messages into your Google / Yahoo / Hotmail / Live email account for a further two months after your University Card expiry date.

Set up Email Forwarding here: https://register.it.ox.ac.uk/self/nexus
Email Forwarding step by step guide: https://it.queens.ox.ac.uk/2017/10/09/setup-nexus-email-forwarding/

IT Services’s official page about email:  http://help.it.ox.ac.uk/iam/registration/finishing_at_oxford/email

Learn more about finishing at Oxford here: http://help.it.ox.ac.uk/iam/registration/finishing_at_oxford

How can friends contact me after my email forward expires?

The University had run in the past an Alumni Email Forwarding Service. Unfortunately, they are not taking any further registrations at this time because the current system is show signs for “wear and tear”. They are aware how popular this service is and are therefore looking to replace the service with a more robust alternative platform in the coming year.

In the meantime, it is best to continue using Social Media to keep in touch with friends and/or exchange your personal email addresses with each other. If there is someone you are desperate to contact then you can contact the Old Members’ Office in College who may be able to forward a message on your behalf. Therefore it is important that you keep the Old Members’ Office informed of your contact details.

Learn more about when the University’s Alumni email forwarding service may be re-instated: https://www.alumniweb.ox.ac.uk/secure/aefs

I have important emails in NEXUS that I don’t want to lose when my account expires – How do I get them out?

Here is the official University IT Services page for getting your email out of Nexus: https://help.it.ox.ac.uk/iam/registration/finishing_at_oxford/email

OR you can use an email migration service to move your messages to another provider – in this case Google. Check out our web page “Get your email out of NEXUS”: http://it.queens.ox.ac.uk/leavers/get-your-email-out-of-nexus/


REMOTE ACCESS (Eduroam and VPN)

REMOTE ACCESS (Eduroam and VPN) accounts are deleted promptly after card expiry date. If you become eligible again (eg start a new course) then you will need to re-register for a REMOTE ACCESS account.


ANTI-VIRUS SOFTWARE

What happens to Sophos Anti-Virus when I leave Oxford?

Free Anti-Virus is only available for current members of Oxford University. Once you finish at Oxford you are no longer entitled to use Sophos Anti-Virus. You should therefore uninstall Sophos once you have finished at Oxford. However … Once you have Gone Down you will be busy with holiday plans or arranging job start dates or visiting financial advisers to discuss your debts! Let’s face it you’ll have plenty of stuff to do and probably won’t have time to be worrying about Anti-Virus for your computer!

What happens if I don’t uninstall Sophos?

Well actually it will continue to work just fine until November this year. November is when Sophos changes the password on their servers. After that you are on your own for Anti-Virus software.

What can I use once Sophos has expired?

Good question. It depends on how much you want to pay. Up until now you haven’t had to pay anything for virus protection, but you shouldn’t use that as a criteria for your future anti-virus protection.

What should I get to replace Sophos Anti-Virus?

Well how about Sophos?! Yes Sophos now offers Free Anti-Virus software for Home users (Mac and Windows).

Sophos Home – Free commercial-grade anti-virus security for up to 3 devices. They also have a Premium version which gives you extra protection (eg anti-ransomware) for about £50 per year (for up to 10 devices). https://home.sophos.com

Malwarebytes – Scans for malware / malicious software and can run alongside Sophos without conflict. https://www.malwarebytes.com

If you want more Anti-Virus software to choose from take a look on Wikipedia here: http://en.wikipedia.org/wiki/List_of_antivirus_software 

Disclaimer: Please keep in mind that no Anti-Virus product is 100% reliable. Having up-to-date Anti-Virus software installed on your computer doesn’t mean you are 100% safe online.


OFFICE 365 (Word, Excel etc)

What happens to my Office 365 applications after I have finished at Oxford?

We believe that Office applications will continue to work until your NEXUS email account expires (ie one month after University Card), after which Word, Excel etc will not open.

If you are returning to Oxford in Michaelmas then Office 365 applications should continue to work over the Summer Vacation.

OneDrive synchronisation

What happens to documents saved in OneDrive?

If you have installed Office 365 applications locally any data you have synchronised to your home PC will still be accessible, but ongoing synchronisation of data from any Nexus365 accounts will stop.

Your entitlement to use Office 365 applications on a personally-owned device ends when your account is removed. Installed applications will become view-only readers (i.e. you will lose the ability to edit documents) at that time. Full functionality can be restored by purchasing a personal Office 365 license from Microsoft.


MORE INFORMATION ABOUT LEAVING OXFORD

The IT Services web pages have more information about what happens to your Bod Card and accounts when you leave:
http://help.it.ox.ac.uk/iam/registration/finishing_at_oxford


ONLINE RESOURCES FOR LEAVERS AND FINALISTS

Also check out the Online Resources for Leavers page which has a collection of helpful career advice podcasts about job interviews, what should go on your CV and effective management.


ALUMNI ACCESS TO E-RESOURCES

http://www.bodleian.ox.ac.uk/finding-resources/remote-access/alumni

The Bodleian Libraries, together with the Saïd Business School Alumni Relations Office and the University of Oxford Alumni Office have worked to bring you an exceptional collection of library databases.

Access to these databases requires free registration. Resources include:

  • ABI Inform Global
  • ABI Inform Trade & Industry
  • EIU.com
  • JSTOR
  • Mergent Online
  • Mergent Archive
  • RefWorks
  • SAGE
  • Vault Career Insider