・In the case of intra-university transfer, job title change, or staff number change You can continue to use your email address as it is.

・In the case of retirement or transfer outside the university Since your SPS-ID will be suspended, you will no longer be able to use the following services:

• Faculty and staff email KUMail (Logging into Webmail, sending/receiving with email software)
• Faculty and staff groupware (Google Workspace) *Including Google Drive, etc.
• KUMail Storage Service

However, automatic replies (out-of-office replies) and email forwarding will be available for 360 days after retirement, so please be sure to set them up before you retire. If you do not set these up, error emails will not be returned to the sender for emails you receive. Please note that all data in the faculty and staff groupware (Google Workspace), including KUMail, will be deleted 360 days after retirement. Also, the storage limit for the faculty and staff groupware (Google Workspace), including KUMail, is 100 GB per user. Since storage space is consumed even during the email forwarding period, email forwarding and Google Drive sharing may be suspended if the storage space reaches its limit. Regarding the KUMail Storage Service, all shared folder settings will be canceled when your SPS-ID is suspended (however, receiving folders and web publishing settings will not be canceled). Also, all uploaded data will be deleted 360 days after retirement. Please complete the following tasks as necessary before your SPS-ID is suspended:

• Data backup and data reduction for faculty and staff groupware (Google Workspace), including KUMail
• Settings for automatic replies (out-of-office replies) and email forwarding
• Changing the owner of files in Google Drive
• Data backup, moving files, and stopping web publishing settings for KUMail Storage

!! Attention !! Please note that we cannot accept any requests for data extraction, adding automatic replies (out-of-office replies), or forwarding settings after your SPS-ID is suspended, so please be sure to complete the settings by the deadline.

[Procedures for various settings]

• "Backup of KUMail (Gmail) email data, Google Drive, etc."
• "I want to free up storage space in my KUMail (Gmail) and Google Drive.”(FAQ14-7)
• "Automatic email replies (out-of-office replies)"
• "Email forwarding settings"
• "Changing the owner of files in Google Drive"(FAQ9-6)
• "Changing the owner of Google Chat spaces"(FAQ12-1))
• "Transfer data to another Google account"
• "Stopping sharing settings and web publishing settings for KUMail Storage" *Please refer to the user manual.

・In the case of becoming a Professor Emeritus after retirement You will no longer be able to use KUMail, but just like general retirees, email forwarding settings to other email addresses will be valid for 360 days after retirement, so please set up forwarding before you retire. Also, student email (KUMOI) is available. Please consult the Information Environment Support Center (Academic Center for Computing and Media Studies, South Building 1F).

・In the case of secondment to another institution Those who maintain their enrollment at this university (those who are not deleted from the human resources information) can continue to use KUMail. Those whose enrollment is not maintained will be treated the same as in "In the case of retirement or transfer outside the university."

・When you leave KU temporarily

Set up auto-reply or automatic forwarding before you leave.

ATTENTION: We do NOT accept any request for setting up auto-reply or forwarding on your behalf.

・In the case of a name change (changing your surname) We do not recommend the name change process because it will change your SPS-ID and email address, which will hinder your work, but it is possible if you understand this point. If you will use your former surname, no application is required, so please continue to use it as it is.