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Leavers Form

The leavers form is found under the self service section of the department's database website.  If you don't know where that is ask your group or pavilion secretary (DAMTP) or Julia Blackwell (DPMMS).

The form has different sections. You can fill them all in at once, or fill them in at different times.  If you refill in either email section the new cancels the old.

To edit the form click on your name.

Email

Email Redirection

We redirect the email of academic staff and research students for up to year after you leave.  The redirection goes live within minutes of you filling out the form.

Put one email address in the box if you wish to avail of this service.

We do not check the addresses.  The redirection goes live as soon as you fill out the form.

Email Contact Message

After your redirection is over, the system can email those who email you a 'contact message' if you wish. This is a short piece of text where you tell the sender your new address. 

If you wish to avail of this service fill in this part of the form.  Some points you may wish to consider including

  • That the message has not reached you
  • The email address no longer works / is active ...
  • This message is automatic
  • To contact you a person needs to email emailaddress and/or check webpage etc
  • Some people write the messages in the third person and others in the first person.

You don't have control over how the message will appear to the recipient. They may be reading on a phone or a text based client.  It is best to keep it short and simple. 

Notes on leavers' email services

We cannot easily change people's email redirections or contact messages after they leave.  Please try to use a 'permanent address' like the alumni service or google mail. 

If you need to change the address you contact the maths helpdesk. They will need to verify the person contacting them is who they say they are. 

  • If possible email from the address you are asking us to change
  • Include the details of your time here (years, status, PI/host/supervisor)
  • Include details that we can verify that a imposter may not know
  • We may ask your PI/supervisor/host to phone/skype you for voice recognition.

Unless the maths helpdesk are sure the person contacting them is the owner of the address they will not change it. 

Computer Account

Informal continued access to your computer account

Tell us in this section how long you need access for (up to six months after you leave or end your collaboration) and why.

The longer you are asking for access for the more information we expect.

By default your access will be that of a basic account (a login to general maths computers). If you need access to any other services you must  list the service and say why you need it (for each service).

Additional services include but are not limited to:  Computers owned by research groups and store space owned by research groups.  List what you need access to. There may be a delay in processing your request if we need to contact the group head. You can speed things up by asking the owner of the resource to email the maths helpdesk to say they authorise you to continue accessing the resource.

Saying you need email so that you can email is not accepted as a valid reason! We would want to know why a service by another provider (like google mail, or another university) is not adequate for your needs. 

There are some resources we cannot give you access to because licenses will not allow us to do so.  If the university  or department hasn't paid for someone of your new status to have access to a license we can't permit that access.   Often this is the case for e-journals and maths software you download onto a laptop, you can run it from your maths account but are no longer under the license that permits you to download a free copy.

We  must be able to contact you if you are keeping access. When your @cam address closes your email redirection to there will bounce. Ensure we have an up to date email redirection for you.  If we need to contact you and our email bounces we may close your account without warning.

The @cam email service is ran by UIS, they will contact you a few weeks before they close that email address.  Maintaining an @cam address after you leave  is not generally allowed by the university unless you are continuing to have a close association with it, in which case we would usually expect to see a collaboration form filled in.

Your account extension should go live within a couple of days after you have replied to the email with the terms and conditions.  If you do not receive this email it may be because we did not have a redirection address that worked for you at the time you submitted the application.  Eihter contact the maths helpdesk so they can search for it in their pending applications list and send you the terms and conditions or fill out that part of the form again to receive the terms and conditions.

Formal continued access to your computer account

If you are collaborating with an academic in maths they can fill out a formal collaboration form for you. This gives you up to three years access at a time.  That's a different form that only they have access to.

If the academic is away and cannot fill out the form immediately then fill out the self service informal form instead to tide you over until the academic returns. There is no need to contact the maths helpdesk about this and please do not ask someone not involved in the collaboration to fill in the form. 

Your collaboration should go live within a couple of days after you have replied to the email with the terms and conditions.

Web pages

Web pages cease to work when someone leaves. ( Collaborators are generally not allowed a webpage. )

If you would like a message displayed on your webpage address saying where to find the new one fill in the web section of the leavers form.  Note that this is a new service, it may take a week or so to go live.   It is done on a best effort basis.

If you are in a formal collaboration and a webpage is needed for that work, the academic who fills out the form must specifically say why the webpage is needed.  As the decision not to allow them came from the heads of the department, the request may be ran past them.  Poor communication will result in delays. 

General Notes

  • The form clears when you submit it.  Confirmation should arrive by email. If no email arrives within about ten minutes contact the  maths helpdesk or resubmit. Tell them when you submitted the form and which sections you filled in.
  • You can access the form for as long as your maths login is live. If you are off site you will need to use the maths VPN service to connect.  
  • Any time you wish to add a service or change a service you fill in the form again subject to the note under maths login above.
  • Bug:  If the date you provide for a maths login extension is more than six months in the future, not only will it not be accepted but the form will throw away the rest of the data you entered.  Please be careful there.
  •  If your email redirection is broken, we recommend updating that then saving the form and returning to it to fill in the other parts after five minutes. This gives the system time to update your redirection so you receive the other emails.
  • The message Update OK() means that all is well.