The day after a staff member leaves their WBS password is changed and so they lose the ability to log in. This new password is then communicated to the Group Secretary or similar. One month after the staff member's leaving date the WBS account is deleted. Should the former staff member wish to request access to their WBS account during this month 'grace' period then they must contact their former Group to request this.

Please note:

• Many staff members choose to create a 'vacation response' style message informing people that they have left and either giving their new contact details or directing the sender to another person within WBS. Any forward rules that move email to another non-WBS account may be removed.
• From the day after a staff member leaves the Group Secretary or similar will have access to the old email account to ensure emails are being responded to and that important messages are kept. It is the leaving staff member's duty to delete any personal email before they leave.
• When the account is closed, following the one-month grace period, all email, contacts and calendar information are deleted and are unrecoverable. This includes any GroupWise folders that you have shared with other colleagues. Additionally all personal files stored at WBS (e.g. on the H drive, local computer hard disks etc) will also be deleted and are, again, unrecoverable.
• If you have been appointed to a new position within WBS, e.g. Associate Fellow, then the above process will still apply although your 'old' WBS email account may be kept open for up to 3 months rather than the usual 1. A new WBS account will be created for you (once we have received the appropriate Usercode Request Form) with a WBS email address that reflects the Associate status.

• Requests to keep accounts open for more than a month have to be individually approved by the Associate Dean. If you wish your account to be kept open please email help@wbs.ac.uk explaining the reasons for the request. She will then put the case to the Associate Dean and inform you of the result.

• It is your responsibility to remove any personal files from your WBS computer. Equally however the business information held on such systems is likely to be the property of the University and so must be kept. To ensure your privacy is kept please do the following in your last day of work
  • Look through any work on the D drive. Delete any personal material. Move any work-related material to your group's shared drive.
  • Reimage your computer. This will wipe the C drive clean and reinstall Windows and key software. This ensures any temporary files etc associated with your account are removed and ensures the next employee has a freshly set up computer.