Backing up your data when leaving StFX

How long do I have access to my account?

Student accounts remain active for 365 days following your last registered course end date.

Staff accounts are closed following their last day of employment.

Faculty accounts are active for 90 days following the end date of your last taught course.  Retired Faculty have access to their accounts for 5 years following retirement, retired faculty have access to online versions of Office365 only.

Unlinking your StFX Account

If you have your StFX account linked to any social media platforms and other associated services, it should be unlinked before your StFX Account is closed.  Update any platforms where you would have used your StFX account information for a recovery. 

Returning StFX Assets

All assets under Evergreen program StFX technology be will returned to IT Services for redeployment. Staff and Faculty that have a StFX Laptops can return that system, including adapters, and power cables to the IT Services help desk, at the main entrance of the Angus L. MacDonald Library.  Monitors, keyboards and mice remain in the office.   If your device is a computer tower or you are unable to return your device you can leave the device with a former colleague, your department admin, or manger to return to IT Services.  If you need an IT Service staff member to pick up the device submit a request using the following link.

Research computer systems are currently considered StFX assets and should also be returned prior to leaving unless you have made other arrangements with our procurement office.  If this is the case it is the responsibility of the asset owner to confirm the asset transfer and book an appointment to ensure the asset is removed from our asset tracking system and all the StFX Licenses software removed prior to the asset leaving campus. Book the Asset Ownership transfer

If you are using STFX Mac Ensure you have signed out of your apple id, including in the FIND MY Mac

If you have special circumstances submit a ticket and we will make arrangements to accommodate you. 

Ensure that files you have stored locally on the machine are transferred appropriately as IT Services will be wiping the machine. 

What data should I back up?

After leaving the university you will no longer have access to your StFX account including;

  • Home Directory (H:\) & Web Directory (W:\)
  • OneDrive
  • E-mail, StFX
  • Microsoft Group or Teams Ownership
  • Office 365 access (including software installed on your personal computer)
  • Qualtrics Survey Data
  • Personal information in Banner Self-Service & MyData (Students Only)

Remember to Transfer

  • Ownership of Teams Sites
  • Qualtrics Surveys


Data on your H: or W: drive

Connect to your personal drives, H:drive and W:drive.   Work related data should be saved to location accessible to your colleagues such department share or Office 365 Team or group site. Personal data should be saved to a portable storage solution or personal file storage. 


Connecting to Network Drives

Off Campus - VPN Access

Network shares can be accessed off line by connecting to the VPN.  The VPN Client creates a bridge to the StFX network using your existing Internet connection.  Once VPN connection has been established you will be able to map your network drives as above.

Connecting to VPN


One Drive Data

OneDrive Data can be downloaded to a personal storage solution, network share or moved to an office 365 group.

Download a file or folder from One drive

  1. Log into your StFX One Drive account at
  2. Select the folders and files you wish to download
  3. Select Download from the top menu

 Having Trouble? View Microsoft's Support Document

Move a file or folder to a Microsoft Group or Team

  1. Browse to the file or folder that you want to move.

  2. Pick the item you want to move by selecting the check box in the upper-right corner of the item. You can also pick multiple items to move them together.

  3. Tap or click Move to, select the destination folder, and then tap or click Move.

  4. Choose the group or team site you wish to relocate the files to.


 Having Trouble? View Microsoft's Support Document


Email Data

Using Microsoft Outlook you can move email, contacts, and calendar items from one email account to another.  You export items by creating a .pst file, which is an Outlook Data File that contains your messages and other Outlook items and is saved on your computer.

For a guide on how to back up your email contacts into a .csv (Comma Separated Values) file you can follow these instructions from Microsoft: The csv file can be opened in Excel and will give you a spreadsheet of your contacts along with their associated information.

Complete Instructions from Microsoft's Support Centre


Manage Group or Team owner status

By default, the person who created the group is the group owner. Often a group will have multiple owners for backup support or other reasons. Members can be promoted to owner status and owners can be demoted to member status.

Update Teams Member Status

Qualtrics Transfer your survey data

Qualtrics surveys can not be retrieved once your account is removed.  It's recommended to transfer your active surveys and export any old data from Qualtrics prior to leaving stfx.

Microsoft Office Software

After leaving university you are no longer eligible for Office 365 software.  Personal Office 365 subscriptions can be purchased to ensure access to Office applications continue.  Your current version of office will need to be removed from your device and reinstalled.

Microsoft does offer a discounted version for recent graduates with a discount of 50% for the first year of subscription.

More info on Microsoft’s Graduation Offer:


Learn how to migrate your files and settings to Office 365 Personal.

View the migration guide for: Windows 10 | | Mac 

Your StFX data will not automatically be transferred to your new account, this will need to be done manually.

Banner SelfService & MyData (Students only)

Once your stfx account is closed you will no longer have access to your Banner Self Service Account.  It is recommended that your save a copy of your unofficial transcripts, your tax forms, or financial statements for future reference.  You can save these items digitally by printing to PDF. 

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Article ID: 34056
Mon 7/24/17 3:44 PM
Fri 2/16/24 1:25 PM

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This service is used to request the closure of a StFX staff or faculty account. This ensures system and data access is removed, assets are returned and the employee is provided with import information regarding data backup and accessing information leading up to and following an employee leaving the university.