Leaving the University

What to do when leaving the University, and when your IT and building access ends.

On this page

How to prepare for leaving university

Work through our checklist if you are approaching the end of your studies:

  • Keeping files: Your University Microsoft Office 365 account (including OneDrive) will be deleted. Move any files you wish to keep.
  • Email access: You will lose access to your University email ending in @bristol.ac.uk. If you want to keep receiving emails sent to your student address, you can request an alumni mailbox.
    • The alumni account is a new Outlook account.
    • Your existing emails will not move into your alumni mailbox automatically unless requested.
  • Mailing lists: Update or unsubscribe from mailing lists.
  • Password recovery: Check whether your University email address is used as a password recovery address and make the necessary changes.
  • Transfer ownership: Transfer ownership of any services that you manage, such as mailing lists and websites.
  • Software access: You will lose access to any software you have access to because of your student status. This may include Microsoft Office or specialist software.
  • Keeping files: Your University Microsoft Office 365 account will be deleted after you leave. Take copies of any personal files and emails you want to keep.
  • Return equipment: Return all University-owned hardware and software to IT Services, including items purchased using research grants.
  • Move files: Move files, emails, and documents to shared storage or transfer them to colleagues who need access after you leave.
  • Share contact details: Share your non-University email address with relevant people.
  • Mailing lists: Update or unsubscribe from mailing lists.
  • Password recovery: Check whether you have used your University email address as a password recovery address and make the necessary changes.
  • Transfer ownership: Transfer ownership of any services that you manage, such as mailing lists and websites.
  • Software access: You will also lose access to any software you have access to because of your student status. This may include Microsoft Office or specialist software.

IT access

Your IT account will close shortly after your end date.

You can check your end date in your student record, under Personal Details.

We will send an email to remind you that your IT account will be closing.

IT access removal dates

Dates are likely to change after September 2026.

If your end date is between 1 February and 31 July:

  • UG and PGT students: access removed early to mid-August.
  • PGR students: access removed at the end of August.

If your end date is between 1 August and 31 January:

  • UG and PGT students: access removed early to mid-March.
  • PGR students: access removed at the end of March.

If you withdraw from the University

If you withdraw from the University, your end date is the date your withdrawal is processed.

What happens when your IT account closes

  • You will not be able to log in to University systems and access your account. This includes BlackBoard.
  • Emails sent to your @bristol.ac.uk email address will no longer be delivered. UG and PGT students can request a new, separate alumni Outlook mailbox.
  • Data in your University account will be deleted soon after. This includes:
    • emails
    • marks and transcripts
    • OneDrive files.
  • All IT equipment assigned to or used by you must be returned on your last day. To arrange equipment return, raise a Service Request via the IT Services self-service portal.

Alumni mailbox

You can request an alumni mailbox a few months before your course is due to end.

Request an alumni mailbox

An alumni mailbox:

  • provides you with a new email address in the format username@alumni.bristol.ac.uk
  • allows you to continue receiving emails sent to your original student email address.

You can request that your student emails are copied to your alumni mailbox. If you have worked for the University, it will not be possible to retain your email history for data protection reasons.

You can keep your alumni mailbox for up to two years after you graduate. We will ask you to renew annually to keep it in use.

Alumni mailboxes are not available to:

  • PGR students
  • students on some shorter courses, such as pre-sessional courses.

UCard building and library account access 

When your UCard expires, you will no longer be able to:

  • enter buildings with UCard access
  • borrow books from the University libraries.

If you have any questions about your programme end date, contact your Faculty Office.

When UCard access ends

UG and PGT students

Most students lose access when they receive confirmation of their award result or leave.

PGR students

Access ends three months after you receive your results or leave the University.

Pre-sessional students

You will continue to have access as you progress to your next programme.

Intercalating students

You will continue to have access after your intercalation year.

Students finishing a current course but planning to return

  • Most students lose access when their course ends.
  • Access is reactivated when you start your new course. If your new course starts within six months of your account closing, you will still have access to your old emails and OneDrive files.
  • If your department or school requires you to keep access to your student computing facilities before your new course starts, ask them to make you an associate member of staff.
  • When you start your new course, we will contact you to arrange a new UCard.