Box

• Students and Faculty users who lose their active role at the university will no longer have access to their Box account. Their account will be deleted from the BYU Box enterprise 14 days after they lose their active role. If they wish to continue using Box, they will have to create a free account at https://account.box.com/signup/personal?tc=annual or pay for a subscription.
  
  

Cloud Apps

• You will no longer be able to access the Citrix Cloud Apps. 

• All files should be saved to Box, so you do not have to worry about missing files if you take care of Box. 

• Be mindful of this if you are using Cloud Apps for personal projects. 

Eduroam

• You will no longer be able to connect to Eduroam.
  
  
• You can still connect to BYU WiFi.
  
  
• Eduroam access is only given to active students and employees, including part-time employees and contractors. OIT will not give you access to Eduroam if you are not affiliated with the university. If you have graduated, are still employed at BYU, but cannot connect to Eduroam anymore, then contact The TSC at 801-422-400 or it@byu.edu to regain that access. 

Access Based on Employment or Date of Purchase

Adobe

• If you got Adobe as a Full-Time or Part-Time Employee, your Adobe access will close as soon as your employment ends.
  
  
• If you bought Adobe at the student rate, you can continue using that Adobe account until 1 year after the purchase date, regardless of if you leave the university. 
  
  
• You should not be charged when you leave the university. 

No Lost Access

Canvas and Learning Suite

• You will not lose access to your Canvas or Learning Suite account, but the account will not be that useful. 

• Learning Suite closes access to courses a year after that semester ends (i.e. during Winter 2024 Semester, you can only access Fall 2023 and Winter 2023 Semesters). 

• Canvas courses generally close access after the semester ends. 

• If you would like access to a course or materials in the course, reach out to that course’s professor. 

Duo Security

• You will still be required to use Duo to login to any BYU services. 

• Duo is not optional and cannot be removed from your account. 

My Financial Center

• You will still be able to access My Financial Center, should you ever need it. 

How to Regain Access

One Drive

• The TSC can grant temporary (1 week) access to your One Drive account so that you can move files off of it.
   
  • This will not allow you to edit them, just move.
    
    
• Again, this must be done before 3 months after your graduation date, otherwise Microsoft will begin deleting your files. 

Email

• Communications Support (801-422-8863) can grant temporary (1 week) access to your email so that you can get important emails, such as a password reset email or a job acceptance.
  
  
• Neither Communications Support nor the TSC will provide permanent email access to alumni.
  
  
  • Employees that want to keep their email after leaving the university may discuss billing with their department.
    
    
• Since the access granted is only temporary, the TSC strongly recommends you do not use your BYU email for anything not related to BYU. If you do, please switch the BYU email out for a personal email.
  
  
• If it has been less than 90 days from the user's departure date, the user will have the GRO right exch-mailbox-soon-locked. This GRO group is automatically given by ServiceNow and will periodically send out reminder emails to users in this group to export their email information. Their email is fully accessible within this time period. After the 30 day period has expired, ServiceNow will update their GRO group to exch-mailbox-locked. This group locks the mailbox, which in tandem with other software deprovisioning will deny them access to most BYU services and software. Once the email has been locked, emails will be retained for 90 days in the locked mailbox. After these 90 days have expired, their emails will be deleted and cannot be recovered.
  
  
• If a user is receiving emails indicating that their account will be locked despite being employed by the university, first check GRO and PI to ensure that they are properly hired with an active non-student employee role. If the roles are correct, the next step is to sync the user's profile in ServiceNow following the steps in KB0033007, then allow a few minutes for OfficeHelp to sync. If the changes do not show in Office Help, reassign the license in Office Help (only accessible to elevated Software agents) and create a ticket to follow up with the user the next day. 
  
  
• If a user needs temporary access to their inbox within the 90 day locked period and does not have an active role, try the troubleshooting steps for active employees. If the issue is not resolved (i.e. Office Help shows that the mailbox is still locked), create a ticket and assign it to OIT-End-User Engineering. The software exception group used by Comms and Software currently does not override the exch-mailbox-locked right and End-User has requested that we not remove the locked mailbox right until they can pinpoint the override issue.

Box

• Students and Faculty users who lose their active role at the university will no longer have access to their Box account. Their account will be deleted from the BYU Box enterprise 14 days after they lose their active role. If they wish to continue using Box, they will have to create a free account at https://account.box.com/signup/personal?tc=annual or pay for a subscription.

CloudApps

• You cannot regain access to CloudApps. 

Adobe

• You can re-purchase Adobe CC at the rates described at adobe.com. 

Can retirees keep their BYU email?

OIT provides email accounts to full-time and part-time employees free of charge. Originally, departments could pay for retirees to keep their employee email, BUT this is no longer true. There are a couple of exceptions for retirees still doing research or other work for the University, but those are now handled by Central HR, usually at the request from the department.