Accounts Lifecycle
Your status as a student with the Registrar's Office (i.e. registered in courses, paid minimum fees, requirements met, etc.) drives the state of your computing accounts. Computing accounts, e.g. Email, OneDrive, MyApps etc., are created once you receive your student number and choose a Passport York username.
Your computing accounts are active when you are enrolled in York University courses.
If you are no longer an active student, i.e. withdrew or dropped from all classes, no longer registered for courses, have unpaid fees, program requirements not met, finished school, graduated, etc., your computing accounts enter an expiry process. You will receive an email notification that you are no longer an active student and that your accounts are set to expire and will be removed if you are not going to attend York University classes.
Examples:
- If you drop/withdraw from all your courses and are no longer registered in any courses any time from the start of September to the end of April, then expire will start the following month.
- e.g. if you drop/withdraw from all registered courses any time in September, then expiry will start the following month in October.
- e.g. if you drop/withdraw from all registered courses any time in October, then expiry will start the following month in November.
- e.g. if you drop/withdraw from all registered courses any time in January, then expiry will start the following month in February.
- e.g. if you drop/withdraw from all registered courses any time in February, then expiry will start the following month in March.
- If you finish all your courses and exams in December of the year (this is a very normal timeline for some students), and are not registered for any more courses by September, then expiry will kick in on October 15th of that same year.
- If you finish all your courses and exams in April of the year (this is a very normal timeline for some students), and are not registered for any more courses by September, then expiry will kick in on October 15th of that same year.
- If you finish all your courses and exams in August of the year (this is a very normal timeline for some students), and are not registered for any more courses by September, then expiry will kick in on October 15th of that same year.
Note that your Passport York username and password will still work for accessing enrolment, grades, tax forms, transcripts, records and other post-university access services available on registrar.yorku.ca. However, the expiry process has started and you will no longer have access to the account services listed above (Email, OneDrive, etc.) if you do not enrol in courses.
Take immediate action before your accounts get cancelled
Based on what type of computing account you have, see which of the following apply to you:
- Update your profiles, e.g. Facebook, Twitter, Instagram, online forums, job posting boards, banking, credit cards, etc., with your personal email accounts instead of your York University email address.
- Vacation Messages (note this will work for as long as the account is not REMOVED – refer to above)
- Setting Vacation Message on Google Apps at York
Instructions for setting a vacation message for undergrad students on mail.my.yorku.ca is available at https://support.google.com/mail/answer/25922?co=GENIE.Platform%3DDesktop&hl=en.
- Setting Vacation Message on Outlook
Instructions for setting a vacation message for grad students on Outlook is available at https://support.office.com/en-us/article/send-automatic-out-of-office-replies-in-outlook-on-the-web-0c193ab0-b9e1-4058-84be-a5b014242290.
- Setting Vacation Message on Google Apps at York
- Accessing your files i.e. remove all files from your cloud based drive ( not just share them ).
- One Drive
Please see instructions at https://office365.info.yorku.ca/onedrive/ - Accessing your Google Account
Please try using Google Takeout for your Google Apps at York account to quickly download your emails/files. Here is a link to some instructions provided on Google's Website. You can also try the "Transfer" feature of Google Takeout.- For reference, here is a video that illustrates the process of downloading your data from Google with Google Takeout as well as using the "Transfer" feature.
- Login using your Passport York username followed by @my.yorku.ca. After logging in with your Passport York, follow the steps on screen to download your email/files.
- One Drive
- Forwarding (note this will work for as long as the account is not REMOVED – refer to above)
- To enable automatic email forwarding from a Google account, please see instructions at https://support.google.com/mail/answer/10957?hl=en#zippy=%2Cturn-automatic-fowarding-on-or-off (SPECIAL NOTICE that this forwarding will only work on the Google Gmail account until the account hits CANCELLED status; at that time the forwarding/redirecting will no longer work. This date can be found in the automated system email sent out when your account begins the expiry process)
- To enable automatic email forwarding from a Outlook account, please see instructions at https://support.microsoft.com/en-us/office/turn-on-automatic-forwarding-in-outlook-on-the-web-7f2670a1-7fff-4475-8a3c-5822d63b0c8e
- Accessing mail
- A. What can I do about my email easily?
The easiest thing to do while you can still log into your account is to go into your email account and forward any important emails you have to your own personal email account (gmail, hotmail, yahoo, etc.).
- B. What else can I do about my email?
- Incoming and outgoing server for Gmail:
- Incoming and outgoing server for Outlook email
You can use a free mail client such as Mozilla Thunderbird to access your email as well. However this requires a more technical and time intensive self serve setup. If you cannot get this working we suggest that you choose option A above. To help with this here's a Youtube video on Thunderbird setup for a free personal Gmail account. This video illustrates how Thunderbird can be setup to access an email account. Otherwise, to setup access to York email accounts please instead use the settings below:
Incoming Server: imap.gmail.com | Port: 993 | SSL: | SSL On
Outgoing Server: smtp.gmail.com | Port: 465 | Authentication: NormalIncoming Mail
(IMAP) Server:outlook.office365.com 993 SSL/TLS OAuth2 Incoming Mail
(POP) Server:outlook.office365.com 995 SSL/TLS OAuth2 Outgoing Mail
(SMTP) Server:smtp.office365.com 587 STARTTLS OAuth2 Note: After you have successfully setup a mail client to access your mail, you can more easily move and copy mail messages from one account to another.
- A. What can I do about my email easily?
Your accounts are in the cancelled state. This means that the accounts are still present, but you cannot log into them.
If you do not enrol in courses, your computing accounts will be eventually removed, i.e. deleted and unrecoverable. If you become an active student, your computing accounts will go fully active again.
Note that your Passport York username and password will still work for accessing enrolment, grades, tax forms, transcripts, records and other post-university access services available on registrar.yorku.ca. However, the expiry process has started and you currently no longer have access to the account services (Email, OneDrive, etc.) if you do not enrol in courses.
Note that in order to activate your computing accounts, you must enrol in a course offered through the York University Registrar’s Office. For example, AQ courses from Faculty of Education are outside of the York University Registrar’s course offerings and will not activate your computing accounts.
When your accounts enter the removed state, they are deleted and unrecoverable i.e. your email account no longer exists and if anyone sends an email to it, it will bounce back with a message stating the email account doesn't exist, also any forwarding settings and vacation messages you set will no longer function either.
Note that your Passport York username and password will still work for accessing enrolment, grades, tax forms, transcripts, records and other post-university access services available on registrar.yorku.ca. However, the expiry process has completed and you no longer have access to the account services (Email, OneDrive, etc.) if you do not enrol in courses.
If you come back as a student after this state has occurred, you will have the computing services that you would normally have access to as an active student, but the accounts will be empty as if they were brand new accounts.
Please see the above tabs (Active state, Expiring state, Cancelled state, Removed state) for more information about your computing services/accounts what it means to you when you start as a student and when you are finished.
In particular, please pay special attention to the Expiring state because that is when you have your last opportunity to get any emails or files out that you may want to keep.
As a reminder, your computer services/accounts have a certain lifecycle to them, but your Passport York account will be available should you need to get your student records, transcripts, or continue with more schooling.