Technology Checklist for Departing Clark

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 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 for important correspondence
• Backup any data stored on Clark Resources
• Set up an out of office message
• Export your Outlook data
• Check files stored in your OneDrive account

Reduce your use of Clark email for important correspondence

You are responsible for redirecting any important email communication that you receive.

• 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.
• 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.

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:

• Your email mailbox (see below for more information).
• Files stored on OneDrive (see below for more information).
• Files stored on Clark servers

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 following Clark University’s account policy.

Set Out of Office message in Outlook for Windows
Set Out of Office message in Outlook for Mac
Set Out of Office message in Outlook for Web

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.

Export Outlook on Windows
Export Outlook on Mac

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

OneDrive may be a location within the Finder or File Explorer windows on your device. Your account may also be accessed through your ClarkYOU portal. 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.

Check files stored on your device and in your OneDrive account

Files stored on your device can be found in Pictures, Documents, Downloads, Desktop, etc. There is no need to check file shares.

OneDrive can be found in the OneDrive section of your Finder or File Explorer windows, or through your ClarkYOU portal.

Identify documents you’d like to keep, documents that are pertinent to ongoing university business, and documents that do not need any actions.

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 send them via email or upload them to a shared library or Team, depending on your department’s workflow.

Identify and update accounts associated with your Clark email 

If you receive 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 following Clark University’s account policy.

Set Out of Office message in Outlook for Windows
Set Out of Office message in Outlook for Mac
Set Out of Office message in Outlook for Web

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.

Export Outlook on Windows
Export Outlook on Mac

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.