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Kansas State University

IT Help Desk
Kansas State University
214 Hale Library
Manhattan, KS 66506
785-532-7722
800-865-6143 (toll-free)
helpdesk@k-state.edu
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Preparing to leave K-State

This information is for all students, faculty, and staff permanently leaving Kansas State University, including those who are graduating, transferring to another school, or otherwise terminating their affiliation with the university.

When students leave
  1. Students: You will retain access to your eProfile, K-State Online, any student records in iSIS, and any personnel records in Human Resources' HRIS Employee Self Service, as long as you keep your eID active by meeting K-State's password-change deadlines each semester.
  2. Students will lose access to many K-State IT resources, including online library journals and databases, the Unix file system, and personal webpages. Details are in the K-State eID Policy.
  3. Students who were last enrolled at the university during the Fall 2011 term or later will have continued email access for one year following their last day at K-State.
When employees leave
  1. Employees: You will retain access to your eProfile (including the ability to set/change email forwarding); K-State Online; any student records in iSIS; and your personnel records in Human Resources' HRIS Employee Self Service, as long as you keep your eID active by meeting K-State's password-change deadlines each semester.
  2. Employees will lose access to many K-State IT resources, including email storage space (messages and folders); online library journals and databases; the Unix file system; access to the central Active Directory systems and files stored on the central file server; and personal webpages. Details are in the K-State eID Policy.
  3. Retired K-State employees retain access to K-State IT resources, including email storage space provided by the university.

 

Employee Timeline

  • Termination date = Your last day of work at K-State. "Current employee" status is removed in HRIS. Access to webmail continues for three weeks. Employee should immediately set up email forwarding and copy all files and email they want to keep.

  • One week after termination. University email is sent to notify the former employee of upcoming deadlines for 1) losing access to university resources and 2) losing access to webmail messages, folders, and files.

  • Three weeks after termination. Access to webmail is discontinued. Temporary access is available on request ($50 for one week) to copy stored email and files, up to 250 days after termination. Access is discontinued to K-State networks, systems, VPN, university computing labs, etc.

  • 250 days after termination. Your stored email, files, and folders are permanently erased from K-State central systems and networks.

 

As of January 2012: eIDs remain assigned to eligible individuals for life. Access to IT resources will remain enabled as long as the individual meets the eligibility requirements and has a valid password. All electronic data solely controlled and owned by an eID stored on central servers will be deleted 250 days after eligibility to access this data ceases.

 

BEFORE you lose access to K-State resources
IMPORTANT: Do these tasks before you leave K-State, or as soon as you receive
an email notice that access to your data will be removed soon.

1. Forward your email, review mailing lists,
and copy email you want to keep (and WHY)

If you don't

Students: If you were last enrolled at the university during the Fall 2011 term or later, your email messages, folders, and files will continue at K-State for a year. Mark your calendar and, before the year is up, follow the employee guidelines listed here to forward your email, review mailing lists, and copy email files you want to keep.


Employees: Forward your email. Sign in at eid.k-state.edu to set up email forwarding. Former employees who receive email meant for current university personnel or offices should direct it to the appropriate personnel or office.

WHY: Employees retain their @ksu.edu webmail address but cannot use email space. If mail-forwarding is turned on, email sent to your @ksu.edu address will be forwarded to your new address.


Everyone: Review your mailing lists and subscribe from your new email address for lists you want to keep. Then unsubscribe your K-State address from all lists. See How can I unsubscribe from mailing lists? Current employment is a requirement for some list subscriptions, so not all lists may be available post-employment. If you have questions, check with the list owner of the mailing list to verify if you will continue to receive email.

WHY: Messages from your lists will be forwarded, but you may not be able to post messages to your lists unless you subscribe from your new email address.


Employees: Copy all email messages and folders you want to keep, plus Briefcase files in webmail, to your personal computer or external storage device, or migrate to a new email service such as, but not limited to, Gmail, Hotmail, Yahoo Mail, etc.

WHY: Employees lose access to stored email, files, and folders three weeks after their termination date.

Employees: If you don't turn forwarding on, new mail sent to your @ksu.edu address will be rejected. See What happens if I leave and don't copy my files?
  • You'll lose access to all your email, including all mailing lists.
  • A $50 fee is assessed for one week of access to copy any email messages and folders.
  • After 250 days, all your email is deleted from the central computer systems and backups.

2. Copy files you want to keep (and WHY)

If you don't

Copy any files you are entitled to keep, including:
  • Files on your office computer
  • Files on the central Unix system
  • Files on your departmental or central file server
  • Your personal webpages
WHY: You have three weeks of access to your data, and then K-State removes your access to IT resources. After 250 days, your data is deleted from the central computer systems and backups. See What happens if I leave and don't copy my files?

You'll lose access to all your data. A $50 fee is required for one week of access to copy any data you forgot. After 250 days, your files are deleted from the central computer systems and backups. See What happens if I leave and don't copy my files?

3. Remove software that belongs to K-State (and WHY)

If you don't

Remove software on your personal computer that was received under a Kansas State University site license or volume-purchase agreement, including but not limited to the following list.
  1. Uninstall Trend Micro when leaving K-State.
  2. Remove software obtained through K-State software site licenses.
  3. Remove course-related software received through your department.
  4. Remove software received through the Microsoft Office and/or Microsoft Windows Work at Home program.

More details are in the FAQs section, Software received from K-State.

WHY: To comply with software-licensing requirements you agreed to when you arrived at K-State.

You'll be in violation of K-State policy and software-licensing requirements.

4. Living in a residence-hall?
Reset Microsoft Windows Update Service (and WHY)

If you don't

If you've been living in a residence hall, point your computer back to the Microsoft Windows Update Service. See Windows updates below.

WHY: No matter where you move, your computer will continue to get automatic updates from Microsoft.

Your computer will stop getting updates from Microsoft — including security updates that protect your computer. It will become more vulnerable to malware and hackers.

5. Continue to change your eID password (and WHY)

If you don't

At the beginning of the spring and fall semesters, continue to change your eID password during the password-change deadlines.

WHY: It keeps your K-State eID current, so you can sign in to systems for which you're authorized, including eProfile, iSIS, K-State Online, HRIS, etc. You can access your eProfile any time to change notification settings and mail-forwarding.

If you miss a password deadline and need to regain access, contact the IT Help Desk (helpdesk@k-state.edu, phone 785-532-7722, or 800-865-6143 toll-free).

Students: Your Career and Employment Services account also requires a current K-State eID/password. Students with a CES account can access job listings, interview opportunities, and career-related information for a year after leaving.
You'll lose access to your:
  • eProfile (email forwarding, alerts, password settings)
  • K-State Online
  • Employment data in HRIS
  • Grades and academic data in iSIS
Students with CES accounts will lose access to CES resources, including job listings, interview opportunities, and career-related information.


Frequently Asked Questions

eIDs and passwords

How can I keep my eID active when I leave K-State?

As of January 2012, eIDs remain assigned to eligible individuals for life. Access to IT resources will remain enabled as long as the individual meets the eligibility requirements and has a valid password. See the K-State eID Policy for details.


What happens if I leave and don't copy my email or files?

  1. Once you are no longer enrolled at, employed by, or associated with K-State, the university will notify you via your K-State email address that access to many IT resources is going to be removed soon. You then have two weeks to make any copies needed. After the two-week period, there's a $50 fee for one week of access to copy any data you forgot.
  2. 250 days after your K-State student/employee affiliation ends, your files, personal webpage, and email associated with your eID will be destroyed and removed from the central backup systems. (Note that students retain email service for one year after leaving.)
Email and mailing lists

How can I continue using my K-State email address?

Students have email access (sending and receiving messages) for a year after they leave K-State, and then should follow the steps below.

Employees who leave will lose their email Inbox and cannot send email from their @ksu.edu address. However, they can follow the steps below to have incoming mail forwarded to another address.

  1. Turn email forwarding on via your eProfile page (requires K-State eID/password).
  2. Ensure your destination email address is valid (and that forwarded email does not bounce back).
  3. Before you lose access to your K-State email, copy your email Inbox folders and messages you want to keep.

How can I change my forwarding address after I leave K-State?

As long as you keep your eID password current, you can access your eProfile page to change email forwarding, alerts, notifications, and your eID password.

If your password is no longer current (because you missed a password deadline), contact the IT Help Desk by emailing helpdesk@k-state.edu, phone 785-532-7722, or 800-865-6143 toll-free.


How do I unsubscribe from mailing lists?

There are two ways:

  • Go to listserv.ksu.edu/web and click Subscriber's Corner to see all the K-State lists to which you're subscribed. Here you can unsubscribe from any or all lists.
  • Email listserv@listserv.ksu.edu with just a command in the body text: UNSUB listname (example: UNSUB TODAY-L)
    where "listname" is the list's ID. LISTSERV will send an email notice that you've been removed.

For more information about mailing lists, see the LISTSERV mailing list website.


What should I do about mailing lists for which I'm an owner?

  1. Contact the other list owners to let them know you are leaving, and remove yourself as an owner.
  2. If you're the only owner of a list, ask one of the subscribers to be the new owner, then add them as an owner before you remove yourself.
  3. If one person is going to take over all your lists, email listhelp@k-state.edu and state who will be responsible for your lists. The LISTSERV staff will update all your lists.
  4. If a list is no longer needed and its archives can be deleted, notify listhelp@k-state.edu to request that the list be removed.
Software received from K-State

Can I continue to use software I've received from K-State?

No. Using the software after you leave K-State is a violation of the university's software license agreement. When you leave K-State, you must remove any software you've received under K-State software site licenses, volume-purchase agreements, or departmental agreements. See the section "3. Remove software that belongs to K-State" for more details.


How do I remove K-State's antivirus software?

Any one of these methods can be used:

University computing labs and K-State InfoCommons

Can I still use the university computing labs?

No. Your eID will not be able to sign in on the lab computers after you leave K-State. Computers in the university computing labs are for K-State faculty, staff, and students with an active K-State eID. Children under 18 who are not students at K-State may not use the computers. Individuals may be asked to produce a valid K-State ID as proof of their age and enrollment status.


Can I still use the K-State InfoCommons?

Yes, because Hale Library is a public facility. Computers in the K-State InfoCommons are available for public use.

Windows updates

Students leaving the K-State residence halls should remove the connection to K-State's Software Update Service and point directly to Microsoft's Update Service. Use this process:

  1. Download K-State's SUS Removal file and save it to your computer's desktop.
  2. Double-click the "SUSRemoval.exe" file on your desktop. This will reset your computer to point to the Microsoft Update Service.
Who do I call if I need help?
  • Contact the IT Help Desk, 214 Hale Library, helpdesk@k-state.edu, 785-532-7722, toll-free 800-865-6143.
  • Faculty/staff may wish to first contact their departmental support staff for assistance.