Tying Up Loose Ends

A Checklist for Faculty & Staff

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If you are preparing to leave the University, and will not be returning, you need to decide what you want to do with your computer-related activities - your electronic mail access and messages, your home page, the mailing lists to which you belong, the data that you have used. This is a guide for employees, both staff and faculty, to use in planning what needs to be done and how to do it.

What UVa Computing Resources May I Use After I Leave?

Computing resources at the University of Virginia are available for use by current staff, faculty and students. When you leave the University, you no longer have a right to use any University computing facilities.

After leaving the University, you should no longer use:

  • computers in the public facilities,
  • the University's dialin service,
  • any computing accounts that were provided to you while you were a member of this community,
  • software that is provided to members of this community.

When will my UVa Computing ID expire?

Staff accounts are deleted when the staff member leaves the service of the University.

My account is not on an ITC computer, it is on a departmental computer. When will it expire?

You need to check with the system administrator of the departmental computer to learn when the department will cleanup your account.

I have files that have been used by my office on my account. May my account stay open so that my replacement can use these files?

Accounts are assigned to individuals and you should not allow anyone else, including your replacement, to have access to your account. Before you leave, you need to transfer these files to your supervisor's or manager's account for safekeeping until your replacement arrives.

CorporateTime users should remove any meetings, repeating or otherwise, that extend beyond their departure date to which others have been invited.

Note: Arrangements should be made to have another person in the department recreate such meetings in an active agenda before removing any meetings that were created in the agenda of the person who is leaving that extend beyond their departure date. This will insure that meetings are not inadvertently deleted from others' agendas when your expired CorporateTime account is deleted.

I have files stored on UVa computers that I want to keep. What should I do?

BEFORE your account at UVa expires, you need to move your files to your own storage. You can move the files to your own account on another Internet Service Provider or to portable storage media like:

  • floppydisks
  • the hard disk of your own computer
  • ZIP disks
  • CD-ROMs
  • magnetic tape (for people whose files are on a Unix computer)

You should be aware that transferring files between different types of computers (Unix systems, local PCs/Macs) can be a challenge at times. If you have not done this before, you may want to contact the ITC Help Desk for help in planning how to transfer your files and learning what will be required.

ZIP disk creation

A ZIP disk can be purchased at Cavalier Computer for about $20.00 and holds 100 MB of data. It is a good idea to purchase preformatted ZIP disks. Zip drives are presently available in Bice, Dabney, Vaughn, Gooch, Tuttle, Munford, and CHEM411 computer facilities. Note that all but CHEM411 are residence hall labs, where access is restricted by combination locks. You can also copy your files to a ZIP disk at the Help Desk in Wilson 244 or in the New Media Center in Wilson Hall 244. You may contact the Help Desk via telephone at (804) 924-3731 or the New Media Center via telephone at (804) 243-6300 during normal business hours to make an appointment so that you can copy your files to your own ZIP disk.

CD-ROM creation

You may create a CD-ROM with your data files at the Robertson Media Center in Clemons Library. Each CD can hold 650 MB of information. It usually takes the Center about a week to create a CD-ROM. During busy times of the year, it may take longer.

Magnetic tape creation

You need to contact the ITC Help Desk for assistance with copying your data to a magnetic tape. Note: you must purchase the magnetic tape for this storage.

CorporateTime Agendas

Please refer to the web document on ways to Archive your CorporateTime Agenda.

What will happen to my web page?

Since your web page consists of one or more files on your account, when the account expires, your web page will no longer exist. If you want to continue to maintain a presence on the web, you will need to make arrangements with an Internet Service Provider for this capability.

What will happen to my electronic mail messages and aliases?

All messages, aliases, etc. on an account are removed from the system when the account expires and you will no longer have access to them. You need to move them BEFORE the account expires. You need to notify your correspondents of your new address BEFORE your account expires: messages that are delivered after your account expires will be returned to their sender with a 'user unknown' message.

I have software that I have received because of my affiliation with UVa. May I continue to use it elsewhere?

When you leave the University, you must delete and destroy any software that you have received under a University site license or volume purchase agreement. Using this software after you leave the University is a violation of our software licenses. This restricted licensed software includes, but is not limited to, Norton Anti-Virus, statistical and mathematical programs such as SPSS and MatLab, and the electronic mail clients Mulberry and Simeon.

Software you got from the ITC Research Computing Support Center (RCSC) such as SPSS, SAS, Matlab, or Mathematica requires an additional step beyond deleting if off your hard drive. You must also notify ITC that you're leaving U.Va. and have removed the software from your computer and destroyed the installation CDs or returned them to the RCSC in 244 Wilson. The easiest way to notify ITC that you've removed the software is to go to the ITC software licensing/registration database at http://web.virginia.edu/rescomp/.

Login with your University ID (Social Security number) and last name and then highlight the software you're deleting in the window on the left and select highlight "Delete Selected License" in the right side window and click submit. Repeat this procedure for all software you have registered in this database. These are the conditions of use to which you agreed when you received the software. After you leave Charlottesville, continuing to use software you received while at the University of Virginia violates our vendor agreements and not only puts you at risk for lawsuits but endangers our University-wide agreements. We have lost the ability to distribute software from some vendors because of such violations in the past, so your actions can have a detrimental effect on thousands of University faculty, staff and students. Please help us by deleting all UVa software before you leave!

The only software that you can take away from U.Va. is software for which you have purchased a legal and complete license. For instance, if you bought the retail version of software from Cavalier Computers or another software vendor, that license is yours, and you may take it with you.

If you have any questions about software that you have received while at U.Va., please send email to itc-swlicense@virginia.edu.

How do I find another Internet Service Provider?

There are many commercial Internet Service Providers (ISPs). Some are national, some are local. You should check the local newspapers, civic and business web pages, telephone directories, Chambers of Commerce, and libraries for information about the ISPs in the area in which you will be living. Then, if you have the option, do some comparison shopping. Among the questions you may want to ask are:

  • Does the ISP provide software and require its use? If the ISP provides the software, what type of computer system is required? If the ISP provides the software, how is it obtained? If it does not, how do you access the ISP?
  • What type of help is available for problems with installation or connections? Does the ISP provide other assistance, and, if so, is it via e-mail or telephone and what are its hours?
  • What are the costs? Do rates vary with time-of-day usage? Are there optional plans to cover special needs?
  • Does the ISP provide e-mail access? How?
  • Does the ISP provide access to newsgroups?
  • Does the ISP provide access to chat groups and/or IRC?
  • Does the ISP provide access to telnet?
  • Will the ISP allow storage of web pages? Does the ISP provide 24-hour access to others to the stored web pages? How is updating of the pages accomplished? Does the ISP act as an editor for web pages at this site?
  • Is there an access limit (cumulative time that may be used per billing period/cumulative time that may be used per session)? If so, what is it? Is there a warning when this limit is exceeded? What happens if the limit is exceeded?
  • Is there a limit on how much disk space can be used? If so, what is it? What happens if the limit is exceeded? Is there a warning when the limit is exceeded?
  • Is there a fee that will provide a higher limit on disk space and/or access time? If so, what is the limit and its cost?
  • Can the ISP be used outside the local calling area?
  • How many times do customers experience busy signals?
  • What is the normal connection speed offered?

This is not an exhaustive list of questions. You should think of others that will help you find the service you need.

I own a mailing list that is here at UVa. What will happen to it?

Mailing lists need to be owned by current members of the UVa community. You will need to find someone here to assume ownership of the list. After you have found someone, login to the administrator web page for your list to remove yourself as administrator and add the email address of the new administrator of the list.

I subscribe to one or more mailing lists. What should I do about this?

Instructions on how to remove yourself from either a Mailman or a listserv mailing list appear after this text. When you have established an account with an Internet Service Provider, you can subscribe to those lists in which you are interested again. If you have moved or have been moved from one computer at U.Va. to another, you may need to use a special tool to unsubscribe from the lists of which you are a member.

Note: There are other types of lists. If you need help in unsubscribing, contact the postmaster at the site where the list originates.

Mailman lists

To unsubscribe from a mailman mailing list, visit the member options page: 

 http://list.mail.virginia.edu/mailman/options/list_name/yourUVaEmailAddress

where list_name is the the name of the list and yourUVaEmailAddress is your email address as it is subscribed to the list,

and click the Unsubscribe button.

You will receive a response from the automated mailman system asking you to follow certain steps to confirm your unsubscribe request.

If this does not work, you can contact the list owner for assistance by writing to: 

 listname-owner@virginia.ed

For example, if the list is named tjinfo and originates at virginia.edu , you would address the message to: 

 tjinfo-owner@Virginia.edu

Listserv

To unsubscribe from a listserv mailing list, send an electronic mail message to: 

 listserv@list.site

where list.site is the place where the list originates

For example, there are listserv lists at site brownvm.brown.edu , so if your list originates at this site, you would address your message to: 

 listserv@brownvm.brown.edu

with the message text: 

 signoff listname

where listname is the name of the listserv list you want to leave

For example, if the list is named tjinfo and originates at brownvm.brown.edu, you would address the message to: 

 listserv@brownvm.brown.edu

and the message text would be: 

 signoff tjinfo

You should receive a response from the automated listserv system about the success/failure of this process.

Note:

this will work only if you are signing off from the same electronic mail account that you used originally to subscribe to the list. If this does not work, you can contact the list owner for assistance by sending an electronic mail message to: 

 listname-request@list.site

where listname is the name of the list where the list originates

For example, if the list is named tjinfo and originates at brownvm.brown.edu, you would address the message to: 

 tjinfo-request@brownvm.brown.edu

If these processes do not work, contact the postmaster at the site where the list originates and ask for help. For example, if the list originates at brownvm.brown.edu , you would address your message to: 

 postmaster@brownvm.brown.edu

I'm not certain how to begin doing all this. Where may I obtain help?

You may want to check for information on how to do some of the above (for example, transferring files) on the World Wide Web. Visit the ITCWeb site at:

http://www.itc.virginia.edu/

You may also obtain help:

  • by calling the ITC Help Desk at (804) 924-3731 between 8 a.m. and 5 p.m., Monday - Friday, University Holidays excepted
  • by visiting the Help Desk in Wilson 235 during the same hours given above
  • by sending electronic mail to: consult@Virginia.edu

Remember

ITC resources are limited and are intended primarily for current staff, faculty and students of the University of Virginia. Please use the help we can offer while it is still available to you.

© 2008 by the Rector and Visitors of the University of Virginia.

The information contained on the University of Virginia’s Department of Information Technology and Communication (ITC) website is provided as a public service with the understanding that ITC makes no representations or warranties, either expressed or implied, concerning the accuracy, completeness, reliability or suitability of the information, including warrantees of title, non-infringement of copyright or patent rights of others. These pages are expected to represent the University of Virginia community and the State of Virginia in a professional manner in accordance with the University of Virginia’s Computing Policies.