Preparing your Account for Departure from SVSU

This Knowledge Article specifically addresses your SVSU technology access.  The Human Resources office provides help for retirement decision-making on their Retirement Planning page.

A new email address will be issued to retirees, or alumni, at the end of their employment, by request only. Only retiring employees and alumni are eligible for an SVSU username beyond employment; other employees are not eligible. The new username will provide an email account only and does not include network storage, or Adobe or Microsoft 365 licensing. Upon departure, all employees forfeit access to the SVSU username/email address they held while employed.

As you will no longer have access to all SVSU's services, we recommend that you take the following steps to set up comparable services for cloud storage and software licensing.

Before Your Last Day at SVSU

  • Set up auto-reply message from SVSU employee email, in Outlook, stating something like the message, below.
    • I ( have retired from / am no longer employed at ) SVSU and will no longer have access to messages sent to this address.  Please update your contacts to include my new email address, ___________.  If you are trying to reach the SVSU Office of ____________, please email or call, ______. 
  • Move any work-related or shared OneDrive files to your department J:\ drive or Team Files in MS Teams.
IMPORTANT: Update default email on any personal subscriptions or services (like bank accounts, social media, etc) from employee to an alternate personal email address, like Gmail, Proton Mail or Personal Microsoft Outlook.
  • Alumni and retirees: While completing the steps to notify SVSU of your departure, decide if you want to request a new, alternate, SVSU email address. This option is offered on the Employee Separation Checklist Form as "Retain e-mail?".

    While completing the steps to notify SVSU of your retirement, be sure to request a new, alternate email address. This option is offered on the Employee Separation Checklist Form.
    • If you have selected Yes, retain e-mail, you will receive an email about a username change.  The message will look something like this:

      IT Services has been informed that you are leaving your position at the University.      Per our policy, your SVSU username will be changed 14 days after your last pay date.     A few things to note:  1. You should set an automatic reply (out of office) on your current username. Please work with your supervisor on appropriate wording.  2. With the new username, you will no longer have access to the emails currently in your email folders. You will need to forward any emails you want to keep to a different email address.  3. Your new username will retain your same Colleague ID number.  4. If you are a student or adjunct faculty, you will be able to use this new username to access your student information in mySVSU, Self-Service and Canvas.  4. Your old username will never be reused.  5. You can copy your contacts to a document by: Open contacts - Select All - Copy - Paste into a document - and then send the document to a different email address.     Please provide us with a personal email that we can use to give you your new username.     We apologize for the inconvenience this causes, but in today’s world of digital attacks, this is the best practice we can do to protect our information.
Your username will be changed 14 days after your last pay date.  As part of that process, you will lose access to all emails.

You will be informed of your new username in an email to the personal email address you provide similar to this:

You will be informed of your new username in an email to the personal email address you provide similar to this:

Alternate Email Address

  • Alumni and retirees: Your new email address will be issued after your employment ends.
    • If you don't have an alternate email address already, consider signing up for Gmail, Proton Mail or Microsoft Outlook. 
    • Without an alternate email address, you will not be able to sign up for new cloud storage or transfer online subscriptions or financial information.
  • Transfer personal appointments to a non-SVSU calendar.
    • The easiest way to do this is by using an app that allows you to set up both calendars and add new events to both of them. After adding both accounts to a calendar app, edit the first SVSU appointment, then select the non-SVSU calendar from the Calendar drop-down list.  Save the appointment.
  • For SVSU data-security reasons, we discourage the downloading or saving of any email messages.  However, if personal email messages exist within your SVSU email cabinet, and it is necessary to keep them, individual messages can be saved by following the instructions below.
    • In Outlook Desktop Version, change default setting to allow all messages to be viewed within the app (it is limited to the past 1 year by default).
      • Be sure to read this article to understand how this could affect available space on your hard drive and for instructions on how to change the setting.
    • Two ways to save personal messages from Outlook:
      • PDF - Requires Adobe Reader to open.
        • This method does not include attachments.
        • Select the personal message you'd like to save as PDF.  If multiple messages are exported as a PDF, they are saved as one file. A list of messages is displayed above the page.
          Select all messages you'd like to save as PDF.  If multiple messages are exported as a PDF, they are saved as one file. A list of messages is displayed above the page.
        • View Adobe's instructions on how to convert email to PDF.
      • MSG - Requires personal MS Outlook to open.
        • This method includes attachments.
        • Instructions:
          • Open Outlook Desktop Version
          • Open email message
          • File->Save As
          • Update location and file name as necessary
          • Save as type should be set to Outlook Message Format - Unicode (*.msg)
          • Save
          • Repeat for each individual, personal message to be saved.
  • Download contacts from SVSU employee email address, to a csv file, in Outlook.  Microsoft instructions.
  • Download calendar from SVSU employee email address

Cloud File Storage

  • Sign up for cloud storage to replace network storage and OneDrive for Business
    • Cloud Storage options (not exhaustive):
      • Microsoft OneDrive Personal 
        • Includes free, online versions of Excel, PowerPoint and Word 
      • DropBox
      • Google Drive
      • Amazon Drive
  • Copy needed files from SVSU OneDrive for Business and SVSU local drives to your new cloud storage
    • You will need to download a copy of the files you want to keep from your OneDrive onto one of your local drives. Then move the files from you local drive to your new cloud storage.
  • Sync new, personal cloud storage to your personal computer to make the files easier to access.

MS Office 365

If You've Opted for a New SVSU Email Account

After you have finished at SVSU:

  • On your phone
    • Remove previous SVSU Authenticator app account
    • Forget the SVSU Secure WiFi
    • Log in to with your new account and complete MFA setup
    • Set up Authenticator app with the new account
  • On your personal computer
    • Forget the SVSU Secure WiFi, if needed
    • Remove the previous Outlook Desktop Version account
    • If using Outlook Desktop Version, add the new SVSU account
    • Maintain a virus-free computer by using Windows Defender 

Deactivation of an SVSU Email Account

Deactivation of the email account occurs upon request of the account holder.  If the account holder is unable to request deactivation, the responsibility would fall onto the account holder's surviving family members.

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Article ID: 134088
Tue 7/13/21 11:51 AM
Fri 10/6/23 4:42 PM

Related Services / Offerings (1)

Supervisors should submit this ticket when an employee is leaving the University.