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IT Services After Graduation

 

UCC provides IT services to UCC Alumni after student graduation.

As an alumnus you will have access to the following list of services (subject to change):

Our student support desk is open seven days a week and can be contacted by various means. Please contact the support desk if you are having difficulty trying to log on.

Conditions of Service

As a condition of service, you must keep your Alumnus Account active to retain it. You should logon to your account, by entering your UCC Student email address and password, through a web browser at least once a year to keep your account active.

Otherwise, the account is considered dormant and is automatically deleted.

If your account is deleted, you can request a new Alumnus account at a future time. NOTE: data from the old account, such as files within Google Drive and emails within Umail, will not be available.

 

Auto forwarding of email

The auto forwarding of any and all email from UCC to an outside organisation is forbidden.

 

Important Changes to Alumni Accounts

Due to changes that Google made to their education services on January 1st, 2023, two significant changes will happen during 2023

  1. a 15GB quota is now in place for all UCC Google alumni accounts since January 2023. This primarily affects Google Drive. Because of this change alumni students are encouraged to move their data from their UCC Google Drive to their own personal Google, Microsoft, or other account. For instructions on how to do this, please see links below.
  2. Commencing on the 31st August 2023, a process of removing Google Drive services from all UCC Alumni accounts will commence. Alumni students should ensure that all their data is removed by this time to avoid data loss. Links to instructions on how to move your data from your UCC Google drive can be found below.
  3. From 1st August 2024, a process of removing access to Umail for students that have not kept their accounts active, as per our above Conditions of Service, will commence. Alumni are advised to log into their account using their Student email address and password from a web browser at least once per year, to ensure their account remains active. 

Transitioning from a Registered Student to an Alumnus

At the expiry of a student’s UCC registration, a Student IT Account is transitioned to a UCC Alumnus account.

An alumnus account provides access to the services as listed above but will also retain the existing emails in Umail that were received as a student. Likewise, the logon details of the new Alumnus account will remain the same as the Student IT account. It will be possible to logon and use the account straight away after the account has been transitioned.

In addition, the UCC Microsoft Office 365 licence applied to your student IT Account is removed at this time. This may affect your continued use of the Microsoft Office products such as Word, Excel, Teams that you have installed with your UCC Student account. You may need to purchase a personal licence from Microsoft if you wish to continue using these apps.

Furthermore, access to UCC Microsoft OneDrive and UCC Google Drive are also terminated.

  • If you need to retain your data you should move it before the expiry of your UCC student registration.
  • To avoid loss of data, you are strongly encouraged to migrate your data from both the UCC Microsoft OneDrive and UCC Google Drive services to your own personal accounts such as Microsoft Outlook.com or Google Gmail accounts…
  • Alternatively you can or download directly to your personal device.
  • You should plan to do this well in advance to allow sufficient time for the data transfer. 

What Happens to Your student Microsoft 365 Account After Leaving University

Your Student IT Account changes to an Alumnus Account when your registration ends. Your existing emails in Umail will still be accessible. However, the Microsoft 365 licence provided by the university will be removed.  Please note the following important information regarding this transition:

Microsoft 365 Licence

  • The Microsoft 365 licence provided by the university will be removed.
  • This means that Word, Excel, Teams, and other Microsoft apps installed through your student account will be affected.
  • If you wish to keep using these apps, you will need to set up a new personal Microsoft account and purchase your own Microsoft 365 licence.
  • If is not possible to purchase a personal Microsoft Licence for your UCC account. You will need to migrate to a personal account.
  • You will lose access to any forms that you have created through Microsoft Forms. You should take this into account if you have gathered research data through Forms

Cloud Storage Access

  • Access to UCC Microsoft OneDrive and UCC Google Drive will end.
  • Files stored there won’t be available once your student registration expires.

What You Should Do

  • Move files you want to keep before your registration ends.
  • You can transfer them to personal accounts, like Outlook.com or Gmail, or download them to your own device.
  • Start moving your data early to avoid any loss.

 

Moving Your Data from UCC Google Drive

If you wish to check what storage you are currently using visit Storage - Google Drive

Information on how to tidy up your data in Google Drive and uMail can be found here: Manage files in your Google Drive storage - Gmail Help

You can find information below on how to move data from your Google Drive. You can also move other data that is saved in your UCC Student accounts such as emails.

  1. Move to a personal account
  2. Download your data

The easiest way to move your Google Drive files, is to move them to a personal Google Account. This will allow you to keep important files after you leave UCC. You can find instructions here on how to you UCC Google Drive data to your personal Google Gmail account Copy content from your school account to another account - Google Account Help  Transfer your content (google.com)

You can download Google Data to a personal device. To get an email link for a data download or transfer directly to your personal Microsoft OneDrive  visit How to download your Google data - Google Account Help

Remember once you have transferred or downloaded your data then delete it from your UCC Google account and empty the Google Trash Bin afterwards.

Moving Your Data from UCC OneDrive

To transfer your data from your UCC Microsoft OneDrive to your personal Microsoft OneDrive see Transfer files to your personal OneDrive with the Mover Transfer Wizard - Microsoft Support

To Transfer your data from your UCC Microsoft OneDrive to your personal Google account

  • If you have Microsoft OneDrive synched to your desktop (Sync OneDrive files and folders - Microsoft Support) you can just drag and drop files and folders from OneDrive to your personal Google Drive window. Here is some guides on how to sync OneDrive onMac and Windows
  • If you do not have your UCC Microsoft OneDrive already synched to your desktop you could download all the files on the OneDrive onto your hard drive and then move them to your personal Google Drive by dragging and dropping them into the Google Drive window open on your pc.
  • Open your UCC OneDrive by logging in to http://o365.ucc.ie with your UCC Student IT Account
  • Open OneDrive by selecting Apps in the left-hand column
  • Select the files and folders you want to download by checking the tick box next to each
  • Select Download from the top menu If your browser prompts you, choose Save or Save As and browse to the location where you want to save the download. Some browsers just start saving right away to a Downloads folder on your computer. If you select multiple files or folders and then select Download, your browser will start downloading a .zip file containing all the files and folders you selected. If you’re in a folder and you select Download without selecting any files or folders, your browser will begin downloading all contents of the folder.  

 

Frequently Asked Questions: Post-Graduation Account Access

What will happen to my university email (Umail)?

  • Your Umail account, including all existing emails, will remain accessible. You may continue to use your university email address as before.

Will I continue to have access to Microsoft 365 applications such as Word, Excel, and Teams?

  • No, university-provided access to Microsoft 365 will be revoked once your account status changes. Any applications installed under the student license will become inactive. To continue using these applications, you must migrate to a personal account. You may need to purchase a personal Microsoft 365 license to access applications such as Word and Excel.
  • You will lose access to Microsoft Teams with your UCC account. It can be used with a free personal Microsoft account.

What will happen to my files in OneDrive and Google Drive?

  • Access to your UCC Microsoft OneDrive and UCC Google Drive will cease after your student registration becomes inactive. Any files that have not been transferred prior to this will be lost.

How can I retain my files?

  • You should transfer any data you wish to keep before your student registration expires. Options include transferring files to personal accounts (such as Outlook.com or Gmail) or downloading them directly to your personal device. It is recommended to begin this process early to ensure sufficient time for the transfer.

When should I initiate the transfer of my data?

  • The transfer process should commence well in advance of your account’s expiry date. Delaying until the last moment may result in loss of data.

What options are available if I require continued access to Microsoft applications after graduation?

  • To maintain access to Word, Excel, Teams, and other Microsoft applications post-graduation, consider subscribing to Microsoft 365 Personal or Family with a personal account. It is not possible to purchase a personal licence for your UCC account. 

 

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