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What Happens When You Leave: Steps to Take Regarding Specific IT Services

If you will no longer have access to certain services in your new role, you may need to take steps to save or transfer files.

This article applies to: NetIDs


Adobe Creative Cloud / Acrobat Pro DC

Access to Cornell's Adobe Creative Cloud and Acrobat Pro DC license is provided for university business use. These products are available to university employees who have a documented Cornell business need for the software. 

Retirees, retired faculty, and other former employees are not eligible to use Cornell's Adobe license, and access to the license will be removed within 30 days.

Emeritus faculty are eligible for the Adobe license, subject to the same restrictions as regular employees.

Former employees and retirees who wish to continue to use Adobe Creative Cloud and/or Acrobat Pro DC will need to purchase their own individual retail subscriptions from Adobe.

Cornell Box

Students leaving Cornell (by graduating or otherwise), staff leaving Cornell (by retiring or otherwise), and faculty leaving Cornell (not through retirement) will not have access to Box.

Access to Box will continue for retiring faculty and for individuals who are switched to a sponsored NetID.

If you will be losing access to Box, before your status changes, you should:

Canvas

Note that while access to Canvas is not specifically removed for students who leave the university, all courses in which a student was enrolled (by an instructor or via managed enrollment) will be available to them in a read-only mode. Instructors can restrict this access to completed courses.

Cornell Blog service

Students leaving Cornell (by graduating or otherwise), staff leaving Cornell (by retiring or otherwise), and faculty leaving Cornell (not through retirement) will not have access to blogs they own.

Access to blogs they own will continue for retiring faculty.

Before your status changes, keep a copy of any blogs you want to save by exporting the blog

Assign administrative access to another person for blogs that need to remain active.

Email

Students

All graduating students can keep their Cornell NetID email address.  Students who graduate August 2022 or before retain access to their Cornell Gmail (Google Workspace for Education) account as alumni. Graduating students or current alumni will have the option to switch to an alumni Office 365 account when they become available in September 2022.

Students wishing to save content from their Cornell Gmail / Google Workspace for Education account might consider using Google Takeout to download or transfer content. (Because Google Takeout is not a Cornell service, its use is not supported by Cornell IT staff.)

Faculty and Staff

Faculty and staff who retire keep access to Cornell email.

Unless they have an additional affiliation with Cornell (such as “alumni”) that provides ongoing Cornell email access, faculty and staff who leave the university without retiring lose access to Office 365 and Cornell email services after a grace period of at least 30 days. Affected users will be notified by email in advance of losing access to Cornell email service.

Those losing access to Office 365 who wish to continue using the software must purchase a license for individual use.

Be aware that personal email accounts are not HIPAA- and FERPA-compliant, so do not forward or transfer email and other Office content created while an employee of the university to a personal account.

LastPass (password manager)

For students leaving Cornell (by graduating or otherwise), staff leaving Cornell (by retiring or otherwise), and faculty leaving Cornell (other than emeritus), your LastPass enterprise account will be converted to a free personal account. Your credentials will continue to work, but shared folder information will go away.

If you will be losing access to your Cornell email account when you leave the university, you are advised to update the email address in the LastPass account in advance to an account you do have access to. (Without access to the email account used in your LastPass account it would be impossible, for example, to update a master password.)

Also, LastPass accounts that have transitioned to free personal accounts are not protected by Cornell Two-Step Login (two-factor authentication). It is strongly recommended that users set up another form of two-factor authentication to protect non-Cornell personal LastPass accounts, such as LastPass's own Authenticator

If you are a member of a shared folder, that folder will disappear. If you are an administrator of a shared folder, you will no longer have access to it, so be sure there is at least one other administrator before you lose access.

LastPass Families

Your LastPass Family member accounts become free LastPass accounts when you leave Cornell. Your family members will continue to have access to their passwords, but only on desktop or mobile devices, not both. The accounts of family members will be individualized and not connected as a family. Passwords that were shared between family members will be in each person's vault, but they will no longer be linked. Additionally, emergency access - allowing a family member to request access to your account in case of an emergency - will not be available.

LinkedIn Learning with Lynda.com (online training)

Students leaving Cornell (by graduating or otherwise), staff leaving Cornell (by retiring or otherwise), and faculty leaving Cornell (not through retirement) will need to purchase a personal LinkedIn Learning subscription to continue using the service.

Before leaving Cornell, you should link your personal LinkedIn account to your Cornell LinkedIn Learning account. For details on how to do that, visit Connecting your LinkedIn Profile.

Access to LinkedIn Learning will continue for retiring faculty.

Microsoft Office obtained via Office Pro Plus

Students leaving Cornell (by graduating or otherwise) and faculty and staff leaving Cornell (by retiring or otherwise) will need to purchase Office to continue using it.

When you lose access, the Office applications enter a reduced-functionality mode, which means that you can view documents, but you cannot edit or create new documents. You will be prompted by Microsoft to purchase a personal license for Office to restore full functionality. Microsoft provides the following documentation for those who wish to Migrate from Microsoft 365 Apps for enterprise to Microsoft 365 Personal for Windows 10.

OneDrive

Students leaving Cornell (by graduating or otherwise), staff leaving Cornell (by retiring or otherwise), and faculty leaving Cornell (not through retirement) will not have access to OneDrive.

Access to OneDrive will continue for retiring faculty, and for individuals who are switched to a sponsored NetID.

Before your status changes:

  • Transfer any personal files you want to save to a personal storage account or device. Microsoft offers a free, 15-GB personal account.
  • Transfer documents related to class, department, or student organization activities to an appropriate person: share the documents, then have the person copy them to a folder they own. They must make a copy before your NetID has its status changed.

Cornell Survey Tool (Qualtrics)

Students leaving Cornell (by graduating or otherwise), staff leaving Cornell (by retiring or otherwise), and faculty leaving Cornell (not through retirement) will lose access to surveys they created or to which they had administrative access.

Access to surveys they created or to which they had administrative access will continue for retiring faculty.

Before your status changes

  • Keep a copy of surveys you want to save by exporting the surveys as a txt or qsf file.
  • Keep a copy of survey data you want to save by downloading the data in a variety of formats.
  • Close open surveys.
  • Transfer ownership of surveys that will remain active by emailing surveys@cornell.eduwith
    • Your name
    • Your NetID
    • Name of the survey(s) to assign to new owner(s)
    • Name and NetID of the new owner(s)

Zoom

Students leaving Cornell (by graduating or otherwise), faculty and staff who leave, or staff who who retire, will lose their Cornell Zoom accounts. Emeriti faculty can retain access to Zoom; see the IT Services Available article (note 5) for more information.

Your account will become a free, basic Zoom account, and you will need to login using Zoom's sign-in page rather than the Cornell Zoom login page. Also, you will no longer be able to join Cornell Zoom meetings that are restricted to authenticated Cornell users.

Remember that Zoom meeting recordings saved using the Record to the Cloud option will be located in your Video on Demand account. Download media you wish to save before you lose access to your Cornell resources. (Staff should be aware that any recordings they have created in the course of their work are the property of the university.)

About this Article

Last updated: 

Friday, September 9, 2022 - 3:29pm

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