Leaving Kyotou or Transferring to Another Department.

(Updated March 2024)

If you leave Kyoto University due to resignation or transfer, your SPS-ID (Accounts for Faculty and Staff) will be suspended. Various IT systems and services, such as KUMail(Email Service for Faculty and Staff), will accordingly be unavailable. Please back up any necessary files and set up email forwarding before you leave the company. Please note that the information you will be asked to provide will vary depending on your resignation, status change or transfer. For more information, please click on the links below. Click on the links below for more details.

1. Leaving the university.

• If you are resigning

2. For those whose employment contract with the university is ending, but will still be engaged in the following roles.

• JSPS Research Fellow
• Professor Emeritus
• Part-time lecturer
• Contract Researchers, Trainees, Others

3. Transfering within the university.

• If the department or unit changes
• If the device used changes

1. Leaving the university.

When you leave Kyoto University, your SPS-ID will be suspended and accordingly you will not be able to use various IT systems and services, such as KUMail. Please make the following preparations.

1. Multi-factor authentication (one-time password) process
   If the device or environment changes after the transfer, it must be set up again.
   Preparation is required in advance (before the transfer) with regard to the set-up. Please check the guidance below.
   Remember to reset the multifactor authentication configuration information from the PC you were using.
   URL: https://www.iimc.kyoto-u.ac.jp/en/services/account/mfa/manual/move.html

2. Email Service for Faculty and Staff (KUMail)・Google Drive・KUMail Storage
   When your SPS-ID expires, these services are not available. Refer to the information in the URL below to back up your data, set up email forwarding and auto-responders and change the owner of shared files.
   URL:https://www.iimc.kyoto-u.ac.jp/en/faq/mail/next_kumail/kumail_2.html

3. OneDrive
   If you are only using OneDrive in the cloud, please download and save the file to a local drive, such as your own PC.
   If you are using OneDrive linked to your local drive, please unlink it from the University's OneDrive by operating OneDrive on your local PC.

4. Suspension of Zoom account
   Zoom accounts that have been granted The university-wide Zoom license university-wide Zoom license will be suspended due to the retirement. The relevant Zoom account will be guaranteed to be available until the end of March, so if you need to save reports or cloud recordings of past meetings. If you need to save past meeting reports or cloud recordings, please back them up during this time.

5. Changes to the person responsible for equipment management, VLAN management, etc. in the network
   The procedure for changing the person responsible for equipment management, the person responsible for VLAN management, etc. from KUINSDB is required. Please follow the procedure below.
   Faculty and Staff Portal (Groupware) > Business Link > 申請・ツール等 > KUINS接続機器登録データベース

6. Change of Hosting service User
   If you are registered as a VM Hosting or WEB Hosting service user, please complete the change procedure.
   URL:https://www.iimc.kyoto-u.ac.jp/en/faq/server/shinsei/how-to-change-my-service-information.html

7. Change of The University-Wide Mail Hosting Service User
   If you are registered as the person responsible for the use of this service, please refer to the following website to make the change.
   URL:https://www.iimc.kyoto-u.ac.jp/en/services/mail/mail-hosting/#06

8. Users of the Education and Research Activities Database (KDB)
   KDB is open only to the data of tenured faculty members, so once you retire, you will no longer be able to browse or export data. Please export and save necessary data while you are still employed. Also KDB is available only to tenured employees. Please check the following points to ensure that you can continue to use the information registered in researchmap. Please confirm the following points so that you can continue to use the information registered in researchmap.
   Please log in to researchmap and confirm that the contact email address registered in "My Portal" is valid even after the change.
   ※Please refer to the manual page of researchmap.jp for how to login and use researchmap.

9. Authentication IC Card ・ Facilities Use ID
   Please return it to the administrative office of the department to which you belong.

10. Those who want to use Lifetime email address
    For full-time faculty and staff, Lifetime email address is available by registering with KUON, the Kyoto University Alumni Service.
    For more information, visit the KUON website.

2. For those whose employment contract with the university is ending, but will still be engaged in the following roles.

The details you need to prepare differ depending on your roles. For more information, click on the links below.

• JSPS Research Fellow
• Professor Emeritus
• Part-time lecturer
• Contract Researchers, Trainees, Others

3. Transfering within the university.

You can continue to use the same SPS-ID and KUMail, but please remember to change your various services and prepare your password and multi-factor authentication settings.

1. Confirmation of ID and password
   If the device or environment changes after the transfer, you will need to enter the information again. Note that if you have had your browser record the information, your own memory may be fuzzy. Please check beforehand that what you remember is correct.
   If you have had them recorded in your browser, delete them to prevent your successor from accidentally using them. Changing passwords on the occasion of a transfer can also be an effective way of doing this.
   URL: https://www.iimc.kyoto-u.ac.jp/en/faq/general/general/password-manager.html

2. Multi-factor authentication (one-time password) process
   If the device or environment changes after the transfer, it must be set up again.
   Preparation is required in advance (before the transfer) with regard to the set-up. Please check the guidance below.
   Remember to reset the multifactor authentication configuration information from the PC you were using.
   URL: https://www.iimc.kyoto-u.ac.jp/en/services/account/mfa/manual/move.html

3. Change of ownership of Google Drive
   If you want to transfer data to another person, you need to change the owner or migrate the shared drive in advance.
   Check the guidance for each service, including the following
   URL:https://www.iimc.kyoto-u.ac.jp/en/faq/portal/groupware/googledrive_owner.html

4. Changes to the person responsible for equipment management, VLAN management, etc. in the network
   The procedure for changing the person responsible for equipment management, the person responsible for VLAN management, etc. from KUINSDB is required. Please follow the procedure below.
   Faculty and Staff Portal (Groupware) > Business Link > 申請・ツール等 > KUINS接続機器登録データベース

5. Change of Hosting service User
   If you are registered as a VM Hosting or WEB Hosting service user, please complete the change procedure.
   URL:https://www.iimc.kyoto-u.ac.jp/en/faq/server/shinsei/how-to-change-my-service-information.html

6. Change of The University-Wide Mail Hosting Service User
   If you are registered as the person responsible for the use of this service, please refer to the following website to make the change.
   URL:https://www.iimc.kyoto-u.ac.jp/en/services/mail/mail-hosting/#06

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