Account expiry information
Your account will be given an expiration date once your affiliation with the University ends. Details about account expiry for each account type, such as the timeframes and any specific processes that you need to follow if you wish to extend access, can be found below.
Do I need to do anything before my account expires?
There are a number of important steps you need to take before your account expires as access to University systems and licenses will be removed.
Back Up Your Files: Ensure you back up all files and data stored on your OneDrive. This is crucial because your Loughborough University Microsoft 365 account (including Teams, Outlook and OneDrive) will be purged, and all data will be deleted.
Make sure you are only taking data that is yours as you are not authorised to take any university-owned data outside the University network.
Shared Data: If you have shared access to a file/folder via your OneDrive, access to the data will be lost by the individual's you have granted access as the file/folder will be deleted. If this data needs to be retained, it should be moved to a shared location such as Microsoft Teams or move it to a workspace before the deletion occurs.
Shared Resources: Reassignment of access and management to any shared resources such as mailboxes, calendars and any additional accounts you manage or have access to.
Sponsor of an Account: As a sponsor to a visitor account, you should nominate a person to take over this responsibility.
Casual workers: If you have enrolled as a casual worker using your University email address which is expiring, please contact itrentadmin@lboro.ac.uk and request to remove your student number from your iTrent account
Update Your Email Address: If you have used your University email address for any of the following purposes, you will need to update it to a personal email address:
- Registering for external services/products that you wish to retain access to.
- Providing a contact email for companies, employers, or vendors.
- Forward business-critical emails to your manager/colleague(s)
I still need my account, what should I do?
Please refer to the relevant section below, depending on what type of account you have, and take the appropriate actions as indicated.
Undergraduate/Masters Student Account
You will have received an email detailing the date your account is due to expire.
IT Services are NOT responsible for, nor able to approve requests of this nature. Please DO NOT email or forward the expiry notice.
For short account extension of 7 days or less – please fill in and submit the form below. Once you have submitted the request, the relevant team will be in contact to inform you of the decision.
https://forms.office.com/e/nzwfAaiWcp
For a longer period of more than 7 days, or you have additional questions on this process, please contact your School’s administration team in the first instance. They can offer you advice, and will take any appropriate next steps.
Doctoral Researcher
You will have received an email detailing the date your account is due to expire.
IT Services are NOT responsible for, nor able to approve requests of this nature. Please DO NOT email or forward the expiry notice.
For a short account extension of 7 days or less – please fill in and submit the form below. Once you have submitted the request, the relevant team will be in contact to inform you of the decision.
https://forms.office.com/e/nzwfAaiWcp
For a longer period of more than 7 days, or you have additional questions on this process, please contact your School’s administration team in the first instance. They can offer you advice, and will take any appropriate next steps.
Emeritus
IT Services require approval on an annual basis to extend your Loughborough University IT account. This is our standard procedure for manual account extensions across the University.
The approval must come from one of the following people :
- Dean of the School
- Associate Dean of the School
- Head of Department
- Operations Manager for the Department
Please forward the expiry email to one of the above people and request the extension of your account. That person will then need to email it.services@lboro.ac.uk, quoting your username and advising how long to extend your account for (we can extend up to a maximum of 12 months from the current expiry date).
This will be actioned once we have received the approval email from the appropriate individual.
Visitor accounts
Expiry notices will be sent to the sponsor, not the account holder.
As the sponsor of an account, you will receive an email from ALMS 30 days in advance of the visitor’s expiry date requesting that you reapprove the user so their account doesn’t expire. You will need to log into ALMS within that 30-day period and reapprove the user, otherwise on the expiry date the account will be marked as expired, and a new account will need to be requested for that visitor if an account is still needed. The email will provide you with the details of the user and a link for you to click on to take you to the list of users waiting for reapproval, but you can also reach this page by clicking the button below:
NOTE - this page will list all users waiting for reapproval by you, not just the one that you were emailed about.
Quick links
You can use the links below to find out additional information relating to Data protection, Acceptable use and Leavers information.