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What to Do When Retiring & Leaving the University

This page is for those who have SPS-ID (hanako321kyodai). If you have your account with ECS-ID (a0*****), please click here.

(Updated September 2023)

SPS-ID (Accounts for Faculty and Staff) issued to teaching staff will be suspended. Various IT systems and services, such as KUMail (Email Service for Faculty and Staff), will accordingly be unavailable. Click on the links below for more information.

1. Leaving the university.

  • If you are retiring
  • If you are leaving

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

  • Professor Emeritus
  • Contract researchers
  • Part-time lecturer, etc

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 (Accounts for Faculty and Staff) will be suspended and accordingly you will not be able to use various IT systems and services, such as KUMail (Email Service for Faculty and Staff). Please make the following preparations.

  1. Multi-factor authentication (one-time password) process
    Please be sure to carry out this process if you are leaving the university.
    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. Suspension of Zoom account
    Zoom accounts that have been granted a 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.

  4. Change of the person responsible for VLAN management of the network
    It is necessary to change the administrator or other administrators. Please follow the procedures 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 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. 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.

  7. Lifetime email address users
    Full-time faculty and staff members are issued a lifetime e-mail address. Register via Kyoto University One Network "KUON".
    Please contact the External Relations Division of the Kyoto University General Affairs Department for more information about lifetime e-mail addresses.
    URL:http://www.alumni.kyoto-u.ac.jp/

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

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

When your employment relationship ends, your SPS-ID will be suspended and various IT systems and services, such as KUMail, will be unavailable accordingly. Please check and prepare for steps 1 to 8 in section "1. Leaving the University".
Please note that ECS-ID (accounts for Students and Part-time Lecturer, etc. ) are issued to those who remain at the university in some capacity after the end of their employment relationship. For more information.

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 this, your own memory may be uncertain.
    Check beforehand that what you remember is correct.
    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 needs to be done in advance (before the transfer) with regard to the settings. Please check the guidance below.
    URL: https://www.iimc.kyoto-u.ac.jp/en/services/account/mfa/manual/move.html

  3. Change of ownership of Google Drive.
    If the data is to be transferred to a successor or another person, the owner must be changed or migrated to a shared drive beforehand. 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. Change of the person responsible for VLAN management of the network
    It is necessary to change the administrator or other administrators. Please follow the procedures 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 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

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