Departing Clark
Graduates
Students who graduate from Clark will continue to have access to their account and most Clark resources for at least 9 months. During this time, your account will operate as usual.
Approximately 9 months after graduation, you will receive a notification from the Help Desk to let you know that you have 30 days until your Clark account will expire. Once your account expires, you will lose access to all Clark resources.
This includes (but is not limited to):
- Clark email account
- Access to you.clarku.edu
- Microsoft services (OneDrive, Office 365 installations, etc.)
- Licenses and access to specialty software (ArcGIS, STATA, NVIVO)
- Library access
How to Prepare
Taking some time now to prepare will help ensure that your account expiry does not impact your access to important files and accounts.
Reduce your use of Clark email
You are responsible for redirecting any important email communication that you receive. After your account expires, mail sent to your Clark account will not be delivered. Forwarding your Clark email to an alternative account will not work once your account is expired.
- Provide individuals and companies that contact you at your Clark email address with an alternative account.
- Consider putting an automatic reply on your Clark email now to help route your communication to your alternative account.
- We don’t recommend using your Clark email address for job applications, graduate school admissions, tax software logins, or other important correspondence.
- Don’t forget to update any accounts or apps that use your Clark email address as a login.
Backup any data stored on Clark Resources
You are responsible for backing up any data associated with your Clark Account. Common data that students wish to backup include:
- Files stored on Clark servers
- Your email mailbox (see below for more information).
- Files stored on OneDrive (see below for more information).
Set up an out of office message
This message should alert the recipient you are no longer at Clark and provide an alternative means of communication, such as your personal email address. This message should not have an expiration date, as it should remain active until your account is permanently deleted.
Export your Outlook data (optional)
If you’d like to save an archived copy of your Clark email correspondence, export your account using the Outlook app on either a Windows or Mac computer. At this time, exporting from the online version of your Clark Outlook account is not available. Please note that to open these files, you will need access to the Outlook app on a personal device.
Once you have the exported Outlook file, move it to another location, such as a personal Google Drive, a personal iCloud account, a personal OneDrive account, or an external hard drive.
Check files stored in your OneDrive account
Transfer any files you’d like to keep to another location, such as a personal Google Drive, a personal iCloud account, a personal OneDrive account, or an external hard drive.
Faculty and Staff
Check files stored on your device and in your OneDrive account
Identify documents you’d like to keep, documents that are pertinent to ongoing university business, and documents that do not need any actions.
- Files stored on your device can be found in Pictures, Documents, Downloads, Desktop, etc. There is no need to check file shares.
- Check your OneDrive storage
For files you’d like to keep: Relocate these files and folders to another location, such as a personal Google Drive, a personal iCloud account, a personal OneDrive account, or a personal hard drive.
For files pertaining to university business: Identify the correct person or party who will need the file(s) after your departure and upload them to a shared Team, SharePoint or fileshare, depending on your department’s workflow.
Identify and update accounts associated with your Clark email
If you receive personal emails from your social media accounts, banking institutions, or stores you frequent, please contact these places to update your contact information to a personal email address so your access to these accounts is not affected by your departure.
Set up an out of office message on your last day at Clark
This message should alert the recipient you are no longer at Clark and provide an alternative means of communication, such as your personal email address. This message should not have an expiration date, as it should remain active until your account is permanently deleted.
Export your Outlook data (optional)
If you’d like to save an archived copy of your Clark email correspondence, export your account using the Outlook app on either a Windows or Mac computer. At this time, exporting from the online version of your Clark Outlook account is not available. Please note that to open these files, you will need access to the Outlook app on a personal device.
Once you have the exported Outlook file, move it to another location, such as a personal Google Drive, a personal iCloud account, a personal OneDrive account, or an external hard drive.
Frequently Asked Questions
What happens to my Clark account after I leave?
The timeline for account accessibility, archiving, and permanent deletion depends on your role and the nature of your departure. Please see Clark University’s Account Policy for more information.
What happens to Clark software I’ve downloaded to my personal device(s)?
Since you downloaded this software using Clark credentials, the software will remain active as long as your Clark account is active. Once your Clark account is archived or expired, these applications will prompt you for new credentials for continued access.
What happens to an ITS- or department-owned computer upon employee departure?
The ITS Help Desk will retrieve the computer and any accessories (docks, monitors, etc.) so the device can be reset. Please note that the computer must be retrieved and reset by ITS even if it is department owned.
