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Changes are being brought in later this year that affect the email for life service provided to UCL Alumni who started their degree after 1 September 2009.
What changes are being made?
The service is being changed to an opt-in service and hosted in a dedicated Microsoft email environment. Existing alumni email accounts can be used as normal until the new service goes live.
When will this change be taking place?
The new service will be available from 8 December. The alumni email service will be unavailable from 6-7 December in preparation for the transition to the new service.
What action do I need to take?
If you wish to retain access to your UCL email address you will need to confirm that you wish to opt in to the new UCL alumni email service.
You will be contacted by the end of October to ask you to confirm if you do wish to opt in to the service.
If you do not wish to opt in to the new service, you do not need to take any action and you will lose access to your existing alumni email address.
What will my email address be on the new service?
There will be no change to your @alumni.ucl.ac.uk address, therefore you will be able to continue to use this address.
Please note however that your @ucl.ac.uk address will not exist on the new service.
If your @ucl.ac.uk email address is linked to any published academic material or online accounts which cannot be transferred to your alumni.ucl.ac.uk address, you will be able to request that email is forwarded from your @ucl.ac.uk email address to your @alumni.ucl.ac.uk address when you sign up to the new service.The address that you send from will remain as your @alumni.ucl.ac.uk address, however, if you request the forwarding service, you will be able to receive email that is sent to your @ucl.ac.uk address. Please note that this should be considered a temporary measure and cannot be guaranteed as a permanent solution. You should update any online accounts and other references to use your @alumni.ucl.ac.uk address wherever possible.
If you opt in to the new service but do not request forwarding, you should advise any senders that are still using your @ucl.ac.uk address to update to use your @alumni.ucl.ac.uk address. If you do not request forwarding, any email sent to your @ucl.ac.uk address will not be delivered.
What will happen to my email messages, contacts and diary appointments?
Your email messages, contacts and diary appointments will not be moved to the new service.
If you wish to export any data from your current mailbox, please see the guidance below:
Alumni can export their personal mailbox data, as long as it relates to the individual’s own data and is not shared with third parties without appropriate safeguards.
Recommended advice on exporting and storage:
- Use secure methods to export mailbox contents. The Outlook desktop app can be used to export data to a .pst file. The following Microsoft documentation gives information on how to do this:
Export data to a .pst file using Outlook desktop app. - Store exported data on a secure device or cloud service with strong passwords.
- Avoid exporting or retaining sensitive data that may relate to third parties unless necessary and lawful.
Additionally, alumni who also held staff roles should not export contents that include
- Confidential or sensitive information about other individuals.
- Internal UCL communications or documents created in a professional capacity.
- Data that was processed on behalf of UCL or under UCL’s instructions.
Alumni who held staff roles should:
- Review mailbox contents carefully before exporting.
- Exclude work-related emails or any data processed in a professional capacity.
- Seek advice if unsure whether specific content qualifies as personal data.
Disclaimer
UCL is not responsible for the security or handling of data once exported by the individual. Alumni are advised to follow best practices for data protection and to seek advice if unsure about the nature of specific content.
I currently have forwarding from my @alumni.ucl.ac.uk address to my personal email address. Will this remain in place?
Yes, any forwarding that is currently in place from your @alumni.ucl.ac.uk address to your personal email address will remain.
How will I access the new service?
You will be sent information about how to log in to the new service after you opt in to the service and it has gone live.
Does this change affect uclmail.net accounts?
uclmail.net accounts are not affected by this change at present.
I still have an active role at UCL as a staff member or student. How will this affect me?
If you opt in to the new service you will have two separate addresses: your alumni address and your staff or student address.You can continue to use your @ucl.ac.uk address as you do now. Your @alumni.ucl.ac.uk address will be on the new service.
If you do not opt in to the new service, your @alumni.ucl.ac.uk address will be removed. If you wish to opt in to the alumni email service at a later date, you will need to request this.
Will any of my other alumni services be affected?
No changes are planned to other alumni services at this time.
Why is this change being made?
This change is being made to improve security by removing unused accounts and reducing the risk of mis-addressed emails by hosting alumni emails on a dedicated email service.