Leaving BU or Graduating
Your access to BU accounts, files, software, and technology services may change when you graduate or leave the University. Take a few steps before your affiliation ends to keep the information you need and avoid losing access.
BEFORE YOU LEAVE
Take Care of These First
Don’t wait until after your last day or graduation to check your accounts. Some services become unavailable when your BU affiliation changes.
Save Your Personal Files
Move personal files you need to keep from BU-managed storage to a personal account or device before your access changes. Do not move University-owned, confidential, research, or departmental data without authorization.
Update Personal Accounts
If you used your BU email address for personal services, subscriptions, recovery addresses, or other non-BU accounts, update them to a personal email address before leaving.
Export Google Content You Need
Graduating students should move files they want to keep from BU Google Drive and other Google services that are not available to alumni. Google Takeout can be used to export supported content.
Leave University Files With BU
Faculty, staff, and student employees should make sure University-owned files, shared documents, website access, and other work materials remain available to the appropriate department or colleagues before leaving.
GRADUATING STUDENTS
What Happens to Your BU Account?
Graduation does not mean that everything associated with your BU login disappears, but your alumni account provides fewer services than your student account.
BU Email Continues
Graduates beginning with the class of 2012 retain ongoing access to their BU Google Mail account after graduation.
Google Drive Does Not
Alumni access is limited to Gmail, Calendar, and Contacts. Google Drive, Photos, YouTube, Maps, and other Google applications are disabled shortly after graduation.
Other BU Access Changes
Services that depend on active student status, including network access such as BU VPN and wireless access, are deprovisioned when you no longer have an eligible affiliation.
Continuing at BU? If you graduate but remain at BU as an employee, student, or through another eligible affiliation, your access may differ. Services are provisioned according to your current BU affiliations.
FACULTY & STAFF
Leaving Employment at BU?
Technology access for employees is different from alumni access. Complete any necessary transfers before your employment ends.
Transfer University Work
Make sure departmental documents, shared files, websites, accounts, and other University resources you manage remain accessible to the appropriate colleagues.
Move Personal Information
Remove or export personal information you are permitted to keep before your account is deprovisioned. Do not transfer University-owned or restricted information to a personal account.
Office 365 Access Ends
Faculty and staff leaving BU are deprovisioned from Microsoft 365 when their employment ends unless another BU affiliation provides continued access.
BU Google Data May Be Deleted
If you use BU Google Apps as an employee, save permitted personal information before your last day. BU states that employee Google data is permanently deleted when employment terminates.
FILES & OWNERSHIP
Make Sure Your Work Stays With the Right People
Before leaving, review any files, websites, shared resources, or technology that other people depend on.
Check ownership and access
Make sure important shared files aren’t accessible only through your individual account. Move University work to the appropriate shared or departmental location where needed.
Transfer administrative access
If you manage a Questrom website, application, form, analytics property, digital signage account, or other service, make sure another appropriate person has access.
Handle University information appropriately
Faculty, researchers, instructors, and student employees should confirm where University-owned, research, course, or restricted information should remain before transferring or deleting anything.
Return BU-owned technology
Faculty, staff, and other users with assigned or borrowed Questrom equipment should arrange to return computers, accessories, loaners, or other University-owned technology as required.
KEEPING YOUR EMAIL
Your BU Email After Graduation
Your BU email address can continue with you after graduation, but your alumni Google account has fewer services than your student account.
Keep Using Your BU Email
Graduates retain access to BU Google Mail, along with Google Calendar and Contacts. You can continue sending and receiving email with your BU address after graduation.
Forward Your BU Email
Prefer to use a personal inbox? Alumni can configure forwarding so messages sent to their BU email address are delivered to another email account.
COMMON QUESTIONS
Quick Answers
Will I lose my BU email when I graduate?
No. Graduates retain access to BU Gmail, along with Google Calendar and Contacts.
Can I keep my files in BU Google Drive after graduation?
No. Alumni do not retain access to BU Google Drive. Move files you are permitted to keep before your student access changes.
Can I use Google Docs or Sheets with my BU account as an alum?
Alumni access is limited to Gmail, Calendar, and Contacts. Other Google applications are disabled.
Will my BU VPN continue working?
Not based on alumni status alone. Network resources such as VPN and wireless access are deprovisioned when the qualifying student affiliation ends. Another active BU affiliation may provide different access.
I'm leaving my BU job. Will I keep my employee email?
Generally, no. Departing faculty and staff lose Microsoft 365 access when employment ends. Alumni and retirees have separate email provisions where applicable.
What if I'm graduating but staying at BU?
Access is based on your active affiliations. If you continue as a student, employee, or another eligible BU role, you may retain services associated with that affiliation.
Questions About Your Technology Access?
If you're graduating or leaving Questrom and aren't sure what will happen to your accounts, files, or equipment, contact Questrom Tech before your affiliation changes. We can help identify what you need to address and direct BU account questions to the appropriate support team.
Get IT Support
questromhelp@bu.edu
Visit The Helpdesk
617-353-9858
Mon – Thurs: 8am – 6pm
Friday: 8am – 5pm