Information for Recent Graduates

Student Accounts Are Not Deleted Immediately After Commencement

Student accounts (groups "ug" and "grads") are culled annually in the fall. We do not close accounts immediately after Commencement -- however we do not give extensions past fall.

We compile our lists of account closure candidates and then send out our first round of alert email messages about the impending removal, four weeks prior to the closure date. These alert messages contain complete information and instructions on what to do if your account has been identified incorrectly for closure, as well as how request inbound email forwarding if desired.

Two weeks later we send a second alert, with identical information.

On the closure date, we disable the accounts and they are removed from our systems shortly thereafter.

If we have mistakenly classified your account as a closure candidate, simply read our alert message carefully and reply to it according to its instructions. Do not ignore account closure notices from IMSS!  Also please note that our account closure notifications do not require you to log in or "verify" your credentials.  Simply reply to the message if you have questions or believe you were contacted in error.

Access to all associated services which use access.caltech account credentials will be discontinued when the account is removed from our systems.  This includes email and Office365, ssh login, Box, VPN, Caltech sitewide software, Caltech Library databases, and the access.caltech web portal.  The only service we offer past that point is inbound email forwarding, subject to annual renewal.  Students who would like to transfer their Box license to a personal account may also opt to do so by replying to the account closure notification message.


Joining The Alumni Association

If you are a graduating student and wish to continue keeping a computer account at Caltech for email, news etc. you are welcome to join the Alumni AssociationThe Alumni Association can also migrate your Office365 mailbox to a new Alumni Office365 account, and have your @caltech.edu email forwarded to your new Alumni mailbox.


Mail Forwarding

If there is an email forward in place at the time of your account's deletion, it is by default continued for one year from the date of the account's removal, and subject to annual renewal thereafter.

To set up an email forward, please contact the Help Desk before your access.caltech account's deletion date.

Submit a request at https://help.caltech.edu (request type IMSS > Email & Calendar > Forward Email to Another Account), and be sure to include your Caltech UID, your old access.caltech username, the current forwarding address, and the new forwarding address.

When the year is up, IMSS will send you a notification that your email forwarding service is expiring.  If you wish us to continue forwarding your mail, simply reply to the notification and request that we continue forwarding.


Archiving Your Account Files And Email

IMSS recommends that you download a copy of your account files (Office 365 and stored email) well before you leave the Institute.


Transitioning Your Website

We do not automatically redirect personal web pages after your account has been removed from our systems. You should move your web content to another server, and set up a refresh-redirect in your access.caltech account so that people browsing to your access.caltech account's webpages will be directed to your new website's URL during the few months between your Commencement and the autumn when your account is removed from our systems. Instructions for setting up that sort of refresh-redirect are available.


Hosted Accounts

If you are in charge of an account for a club or class, you should transfer hosting duties to a current Caltech host before you leave campus, and notify IMSS via email to accounts@caltech.edu so that we can update our records about the club or class account for the new host.  If the records for the account haven't been updated, the new host will not be able to claim ownership of the account for purposes of password reset or configuration assistance.

If you cannot remember which club or class accounts you are responsible for, we can go through our records and let you know those accounts for which you are listed as host.


Staying On At Caltech

If you have graduated but will remain at Caltech (as staff, volunteer, graduate student, postdoc), please advise us of your change in status by sending email to accounts@caltech.edu.  Please include as much information as you can about your new status so that we can reclassify your account properly, and so we can let you know what to do to keep your current access.caltech account.

Further information about our account removal policy is available.