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Graduating Students: |
ITS has compiled the following guidance and answers to frequently asked questions about your Smith account and access to systems after graduation. For more information, contact ithelp@smith.edu
Smith Mail Instructions
- If you don't already have a non-Smith personal Gmail account, we recommend creating one.
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Use your personal Gmail or another non-Smith email as a contact address on job applications. Do not use your Smith email address.
- If you previously used your Smith email address to set up any external accounts like Facebook, Apple ID, Twitter, YouTube, Adobe Creative Cloud, Office 365 etc., be sure to change the email address on those accounts before your Smith account expires.
- Let people know that your email address is changing. As soon as you have an alternate email address, share this with others. Create a Vacation Response in your Smith Gmail account to alert people about your graduation and new email address. Visit Google Support for instructions on how to set up a vacation responder. Note that after your account expires, vacation responses will no longer be sent.
- Consider temporarily forwarding new Smith email messages to an alternate personal email address. Visit Google Support for instructions on how to automatically forward Gmail messages to another account. After your account expires, messages will no longer be forwarded.
Continuing at Smith?
- If you have been hired to work at the college after graduation, we recommend verifying that your status has been updated in Workday and that it accurately reflects your new role. This will ensure your Smith account remains active. Please work with your hiring manager and Human Resources if you have concerns.
- If you are continuing at Smith in a graduate program, your account will automatically be extended.
Frequently Asked Questions
What should I do with files and folders I created and shared as part of my job, special project, or student organization?
You will want to ensure that someone else can access and manage files you created. Files that remain only in your My Drive after your account expires will no longer be accessible to others with whom you shared them. We recommend that My Drive files you own be moved to Shared drives folders so that the file's history is preserved. Note: Files you created in Shared Drives are already available to members of the Shared Drive. Make sure that someone else has Manager permissions of each Shared Drive so someone else will be able to manage the files after your account expires. For more details, visit Transferring Ownership of Google Drive Files.
How do I transfer my Smith email and Google Drive files to a personal Google account?
You can transfer your Smith email messages and make a copy of your files in My Drive, including Google Sites. For details, visit transferring and exporting your Gmail, Drive Files, and other Google Data.
Once I leave Smith, how will I access Workday, including to see my pay stubs and get my W-2s?
This summer after graduating, look for two important emails from smithcollege@myworkday.com on how to access Workday. They will include a new/different URL to Workday that you will use going forward - bookmark this! The first email contains your new Workday username and the second email contains your new Workday password. NOTE the Workday link via portal.smith.edu will no longer work as soon as you receive these Workday email messages with the new URL and your new username & password.
Next tax season, you will use the new URL and new account information to get your W-2s and other pay stub information.
How long will my Moodle account be active? How do I take my course assignments?
Your account expires when your Smith account expires. If you wish to save any of your Moodle files that are not already stored on a personal device, use portfolios to export your work. For instructions on using portfolios, visit the Moodle page and refer to the section, Export Moodle Work with Portfolios
How long will my Zoom account be active? How do I download my meeting recordings?
Your Zoom account expires when your Smith account expires. You can sign up for a free basic Zoom account after that time using a personal email address. If you wish to save any of your Zoom cloud recordings (e.g. meeting video or chat files) download these items prior to the expiration date. For instructions on downloading your cloud recording files (e.g. video, audio transcripts, and chat files), visit the Zoom page and refer to the section, Cloud Recordings
How long will my Office 365/One Drive account remain active?
Your account expires when your Smith account expires. To see offers from Microsoft, visit Office 365 Personal. Learn how to switch Office 365 subscriptions from University to Personal. If you are not planning to switch to a different subscription, you should download any files that you might want to access in the future. For instructions, see Download files and folders from OneDrive.
Will I retain access to my Handshake account?
Access to your Handshake account will not expire. However, it is advised to change your primary email to a personal address in your Handshake account settings before your Smith account expires. To update your email information, please see their help page at support.joinhandshake.com.
Will I still have access to LinkedIn Learning?
Access to the LinkedIn Learning content through your smith.edu account will expire when your Smith account expires. However as an alum, you can access all the LinkedIn Learning content via your Smith Network alum access. In order to take your LinkedIn Learning history with you, connect your learning history to a LinkedIn profile and make sure the profile is associated with a personal email address - not your @smith.edu one that will expire.
What happens with any remaining money on my OneCard?
Sometime after June 30, campus cash balances will be automatically refunded via ACH to the student’s bank account on record in Workday. Please ensure your bank information is up to date in Workday. For information about alumni OneCards, visit the OneCard site.
How can I obtain transcripts?
Visit the Registrar’s Office website. From the menu options, select Transcripts and Enrollment Verification.
Can I save references stored in a RefWorks or Zotero?
For answers and more information to this question, visit the library guides for Refworks and Zotero.
How long can I keep using my Computer Store discount?
Your educational discount on computers and technology expires June 30, so come to the Smith College Computer Store to take advantage of great prices on software, laptops, tablets, accessories, and more while you still can. See the Computer Store website for more information.
