SPS-ID (faculty/staff account) and KUMail (faculty/staff email) issued to faculty/staff (excluding part-time lecturers) will no longer be available when they are no longer affiliated with Kyoto University.
If you will be transferring or retiring, please prepare according to the following information.

◆If you are transferred within Kyoto University and your employment relationship with Kyoto University continues

You can continue to use the same SPS-ID and KUMail. No procedure is required from the person himself/herself.

◆In case of resignation or transfer off-campus

Once you leave Kyoto University, your SPS-ID and KUMail address will no longer be available. Please make the following preparations.

1. Multi-factor authentication one-time password process for faculty/staff groupware login
Please be sure to implement this when the PC to be used changes due to personnel transfer or when you leave the university.
URL: https://www.iimc.kyoto-u.ac.jp/ja/whatsnew/information/detail/220309057091.html

2. Necessary email backups
Please save your email before your SPS-ID expires and be prepared to migrate to a new email environment.
URL:https://www.iimc.kyoto-u.ac.jp/en/faq/mail/next_kumail/kumail_9.html

3. Set up email forwarding
If you have a confirmed forwarding email address before your SPS-ID expires, please set up email forwarding; emails delivered to your KUMail address will be forwarded to your forwarding address for 360 days after you leave.
URL:https://www.iimc.kyoto-u.ac.jp/en/faq/mail/next_kumail/kumail_5.html

4. Setting up automatic response to e-mails
Please set up an auto-responder to your e-mail if you need it.
URL:https://www.iimc.kyoto-u.ac.jp/en/faq/mail/next_kumail/kumail_3.html

5. Lifetime email address users
Full-time faculty and staff are issued a lifetime e-mail address. Please contact the External Relations Division of the Kyoto University General Affairs Department for more information about lifetime e-mail addresses.
Contact for Kyoto University Alumni Services
URL:http://www.alumni.kyoto-u.ac.jp/

6. Change of the person responsible for VLAN management of the network
Procedures for changing the administrator, etc. are required. Please follow the procedures below.
  Faculty/Staff Groupware > Business Link > Network Application, etc. > KUIS Connected Device Registration Database

7. Change the owner of Google Drive
Procedures for changing the administrator, etc. are required. Please follow the procedures below.
  Faculty/Staff Groupware > File Management (Root) > Faculty/Staff Groupware Manual > Operation Manual
 > Manual_25_Google Workspace Core Services such as Google Drive

8. 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/ja/services/whs/use/post_14.html

9. Users of the Education and Research Activities Database (Faculty DB)
Since the Education and Research Activities Database is open only to data of tenured employees, data viewing and data exporting will no longer be available when you leave. Please export and save necessary data while you are still employed. The Education and Research Activities Database is also linked with JST's Researchmap. Please check the following points so that you can continue to use the information registered in Researchmap.
* Please log in to URL: https://researchmap.jp/ and confirm that the contact email address registered in "My Portal" is valid even after the transfer.
* Please refer to the manual page of researchmap.jp for how to login and use researchmap.

10. Suspension of Zoom account
Upon separation from the university, Zoom accounts with a university-wide Zoom license will be suspended. 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, please back them up in the meantime.

◆Contact Us

If you have any questions, please contact us at bellow.