Adjustment of the Grace Period for Login Accounts of Former Employees
After your employment at the University of Twente ends, you will temporarily retain access to certain ICT facilities. During this grace period, you can finalise ongoing projects or contribute to the handover to colleagues. To reduce costs associated with maintaining unused accounts for extended periods and to mitigate potential security risks, the grace period for all former employees will be one (1) month from March 10, 2025. This change also applies to former employees already within their grace period. This page provides details on how this change affects you.
What is the Grace Period?
During the grace period, you have limited access to your ICT account. You can continue to use the following until one (1) month after your employment ends:
- The M: drive for file storage.
- The UT Library (including online resources).
- Email and mailbox (if applicable).
- M365 Online License: access to Microsoft 365 via a browser (OneDrive, Word, Excel, etc.).
Arrangements Before the End of the Grace Period
Once the grace period ends, you will lose access to your ICT account and all services linked to it, including:
- SURF services: such as SURFdrive, SURFspot, and other services requiring your ICT account.
- Apple ID linked to a UT email address: ensure this is changed to a personal email address before the grace period ends.
- Research software and data storage: any software licenses and storage services provided through UT linked to your account.
- EduVPN: VPN services that depend on your ICT account.
- Canvas and Osiris: access to these systems ends immediately after your employment (if applicable).
- Files on the M: drive.
Check where you use your UT account for login purposes and find secure storage solutions for your files and (research) data before your employment ends.
Management of Research Data and UT Files
PhD candidates, researchers, and other staff managing research data or UT files must make arrangements with their supervisor or manager before their employment ends. Together, you will decide where to store or archive the data following UT guidelines, ensuring it remains accessible to colleagues. Storing UT data on personal media or external cloud services is not permitted.
Information for PhD Candidates
If you have not completed your PhD by the end of your contract, you can extend the grace period once by one (1) year.
- Arrange with your supervisor how to access your ICT facilities and data storage before your contract ends. The HR officer in the relevant faculty will process this change in AFAS.
Information for Emeriti
Emeriti is allowed to use ICT facilities for extended periods. As an emeritus, you can extend the grace period annually, up to five (5) years.
- Participation in cybersecurity awareness training is required. This training is essential to understanding potential digital threats and protecting the University of Twente’s information security.
- You can request an extension of the annual grace period yourself via AFAS (the HR system).
Information for HR Officers
As of March 10, 2025, the grace period for former employees will be standardised at one (1) month. This change affects scientific staff (previously one year), particularly PhD candidates who have not completed their PhD and emeriti.
- If a PhD candidate has not yet graduated by the end of their employment, their supervisor must request a one-time extension of the grace period by one (1) year. The change is processed via AFAS.
- If necessary, the supervisor must also request a full M365 license. You can request this license at the Servicedesk ICT.
- Requesting NOP registration for PhD candidates during the grace period is impossible.