Important Information Regarding Access to Systems that use NetID

When Will My NetID Be Deactivated?*

*Your Duo account will be disabled with your NetID

Log into SOLAR, and click on NetID Maintenance to see when your account will be deactivated...

• Retirees (Staff and Non-Emeritus Faculty) and departing staff: NetIDs will be deactivated on the day of retirement or departure. Retirees can request an account on the Retiree domain.
  • Departing/Retiring Faculty/Staff: If your University records are in error, visit My Info or contact Human Resources.

• Emeritus Faculty: NetID's will not be deactivated. 
• Students: 200 days (approximately 6 months) after you are no longer registered for classes, it is likely that you will lose access to your computer accounts.
  • Deactivation is determined by the following Business Rule for students: Accounts are disabled 200 days after the last class meeting date or the latest effective date of registering in PeopleSoft, whichever one is more recent. Accounts can no longer be accessed once they are disabled. Accounts inactive for more than 93 consecutive days are permanently deleted.
    • Further explanation:
      • If you completed your last course, the 200 days start on the last class meeting date. However, if you dropped all of your courses, the 200 days would start accumulating from the latest effective date of registering for the current semester.
  • If your University records are in error, please contact the Registrar's Office.
• Best practices to maintain business continuity prior to employees leaving the university
  • Things you should do before you leave SBU:
    • If you need to delegate access to your account for someone else in your department, please follow this link: Delegate email account
    • If you need to create an out of office responder on your account that directs senders to another email address, please follow this link: Out of office responder
    • If you need to have emails forwarded to someone else in the department, please follow this link: Email forwarding
    • If you are the owner of shared files stored in Google Drive, you will need to transfer ownership so others in the department can still access them. Please follow this link: Transfer shared file ownership
      • Alternatively, you can request a Google Shared Drive, and move the files there in order to ensure access. For more information on Google Shared Drives and how to request one, please follow this link: Google Shared Drive
    • Use a shared mailbox (even if only one person has access) for the following:
      • Vendor interactions
      • Financial or budget matters
      • Course or training materials
      • For more information on shared mailboxes, including how to request one, please follow this link: Shared mailbox information
        • Please note: shared mailboxes should have at least two administrators
• For accessing accounts of employees that have already left SBU, please submit a ticket to the Service Desk for further assistance: Submit a Ticket

Take Action!

If you would like to retain old emails, documents, and other relevant materials, follow this guide:

Brightspace 

If you would like to retain documents and other course materials after you graduate or leave the University, you must download the desired files to your computer prior to your NetID being deactivated. Once your NetID is deactivated, or the course is no longer available, you will not be able to access course documents and other files. (Note: documents and other course materials are the intellectual property of the course instructor.)

Digication

Currently, if you have created an ePortfolio using Digication, you will be able to take it with you once you graduate. Contact the Digication Help Desk at support@digication.com or 1.888.342.DIGI and let them know you are a Stony Brook University Alumni requesting Alumni access to your Digication account and that you would like to confirm your current email address and password. Next you can log into Digication  and click the "Log in as alumni" link with your updated email and password.

Google Apps for Education

All Google Apps for Education accounts require NetID authentication, and as a result, once your NetID is deactivated, you will no longer be able to access your Stony Brook Google account. 

• Google Calendar

  • Instructions for Exporting your Google Calendar data.

• Google Contacts

  • Instructions for Exporting Google Contacts.

• Google Mail, Drive, Sites

  • Google Takeout is a service that will back up your Google Account files onto your computer.   This allows you to take all of your desired documents, calendars, mail and more at once. Emails will be MBOX files and Google Docs, Sheets, Slides will download as Word, Excel and PowerPoint files, respectively

  • Google Transfer is a service that will transfer your Mail and Drive files to a personal Gmail Account.  You will need to ensure you have enough storage space before the transfer.

Handshake

Attention Soon-to-Be Graduates! Don't forget to add an alternative email to Handshake before you complete your time at Stony Brook University.

Handshake allows users to add an alternative email address to their Handshake accounts. This email can then be used as your primary contact email once you graduate and no longer have access to your Stony Brook email. Alumni will then use this secondary email address to log into their account instead of the NetID and password.

Steps to Add A Second Email

1. Log into your Student Handshake account
2. Locate your Account in the top-right corner (Circle icon with initials or your photo)
3. Click Settings
4. On the page that loads, scroll down to the bottom of the Account Information section to "Emails" and click on + Add another email
5. Once entering the alternative email into the text box, make sure to click the "Add Email" button to the right
6. You have 7 days from adding the email to confirm it via a Handshake email

For a visual step-by-step walk-through, please visit Update Your Primary Email Address in Handshake

MySBfiles

Once your NetID is deactivated, you will lose access to your MySBfiles and will be unable to retrieve your files. To prevent this, you must download any desired files before your NetID is deactivated. For more information on how to download files from your MySBfiles, see all options for connecting to MySBfiles.

Office 365 ProPlus (Microsoft Office suite Word, Excel, Powerpoint, etc.)

Microsoft licenses Office Pro applications and Office 365 to Stony Brook University only for active students* and active west campus employees**.

Learn more about NetID Deactivation and Microsoft Office

*Active students are those currently registered or eligible to register for classes at Stony Brook University; alumni are not active students
**Active west campus employees are those currently being paid a salary; emeritus and non-active adjuncts are not active employees

Qualtrics

If you have created surveys using Qualtrics and wish to take your data with you, you must do so before your NetID is deactivated. Once your NetID has been deactivated, you will no longer be able to create or deploy new surveys.

• Learn how to Export Response Data
• Learn how to Export a Survey
• Learn how to Transfer Ownership of a Survey

SB You WordPress Sites

If you want to take the blog or website content with you that you created in SB You, you will need to export your content to WordPress.com before your NetID expires.

Zoom

Zoom accounts licensed within the Stony Brook domain require NetID authentication, and as a result, once your NetID is deactivated, you will no longer be able to access your Zoom Account, including cloud recordings.

Download Zoom cloud recordings
Transferring Zoom meetings before you leave