Graduating Students May 2023
This information is accurate for Yale College and Yale Graduate School students graduating in May 2023. After you graduate, your access to Yale accounts and information will change. Take the following steps to prepare for these changes and preserve your data.
Students who graduated in May 2022 or December 2022 can click on the link associated with their graduation date for more information.
Action Required
Take these steps to preserve your data and accounts. After the date listed, you will not be able to access these accounts.
Return Borrowed Equipment (due May 18, 2023)
Media Equipment and Loaner Laptops
If you are returning equipment to any of the following locations, you are required to return that equipment by the due date indicated on your reservation.
- Bass Media Equipment Checkout (BMEC)
- Center for Collaborative Arts and Media (CCAM)
- Yale School of Art Equipment Loan Office (ELO)
- Yale College Dean’s Office (YCDO)
If you are returning a loaner laptop provided by the Student Technology Collaborative (STC) during the duration of your repair, please follow the instructions provided by your technician and adhere to the due date given.
Please do not return this equipment via outdoor book drops. Students are responsible for ensuring that borrowed equipment is not lost or broken as long as it is in their care. Equipment that is returned after the due date on your reservation, damaged, or lost will incur a fine.
Books
Local students may return their books to the Sterling and Bass Libraries’ during normal business hours. Students can also use the outdoor book drops, which are being emptied Monday thru Friday.
Transfer Ownership of Club Files & Accounts (before June 1, 2023)
Before graduating, take stock of any files and accounts you own on behalf of Yale clubs and organizations. Transfer ownership of these accounts to a continuing Yale student before your own accounts are deactivated. Please note that transferring ownership is different from simply sharing a document.
Instructions For Transferring Account Ownership
EliApps (Google) Accounts
- Google Drive files
- Google calendars
- EliLists (Google Groups)
- Shared EliApps email accounts: contact the Help Desk
Office 365 (Microsoft) Accounts
- OneDrive files
- Shared Office 365 calendar: contact the Help Desk
- Outlook distribution lists
- Shared Office 365 email accounts: contact the Help Desk
- Microsoft Teams accounts
More Accounts
- Mailman lists
- Email aliases: contact the Help Desk
- Box files
- Qualtrics surveys
- Yale websites: send an email to yalesites@yale.edu
Migrate Files Stored on Box (before October 1, 2023) [50GB free storage available]
Yale students are eligible to convert their 50GB Yale Box accounts into personal Box.com accounts to keep for life. You must convert your account by October 1, 2023. After that date, you will lose access to your Box account and there is no way to transfer your account to a personal one. Please note that Secure Box accounts may not be transferred to a personal account.
If you are remaining at Yale as faculty, staff, or any non-student role, you must still migrate your account by October 1, 2023 to be eligible for a free 50GB personal account. After October 1, you will still have access to your Yale Box account via your new affiliation, but you will no longer be eligible for a free personal account.
Set Address to Receive 2023 W-2 Tax Forms (before June 2024)
Ensure that your contact information is correct in Yale’s systems to receive your 2023 W-2 form. Be sure your email or address is up to date by June 2024 for receipt of your W-2 form in January 2024. You will lose access to Workday in June 2024.
- If you have opted to receive your W-2 tax form electronically: Update your email address in Workday to be notified when your W-2 form becomes available.
- If you have opted to receive your W-2 tax form through the mail: Make sure your address is correct in both SIS and Workday. This is the address to which your W-2 will be sent.
Note: If you do not anticipate receiving any Yale tax forms for 2023, no action is required.
Save and Migrate Email and Calendar (before June 2024)
Your Yale email account will be deactivated by June 2024, but you should begin preserving your account data long before then. Once deactivated, you will no longer have access to the email, files and calendars stored in your account.
Once you have followed the instructions below, we strongly recommend that you open your email, Drive files, and other important information in their new location to confirm the process has been successful. Please note that for large accounts, the download and migration process can take up to one week to complete.
Instructions for Students with EliApps Accounts (Google)
- Option 1: Migrate your data directly to a personal account, like a personal Gmail account.
- Option 2: View the following instructions to download a ZIP file of your data. You can then manually import that data into a folder in another email account of your choice (not limited to Google accounts).
Instructions for Students with Office 365 Accounts (Microsoft)
- Option 1: Migrate your data directly to a personal account, using the Google Outlook Migration tool.
- Option 2: View the following instructions to download a ZIP file of your data. You can then manually import that data into a folder in another email account of your choice.
Action Recommended
These steps will help make your transition away from Yale accounts easier, but they are not required.
Set Up Your Alumni Email Account (starting February/March 2023)
The Yale Alumni Association provides every alumni a free Google email account through the YaleMail service. These accounts offer alumni a life-long @aya.yale.edu email address.
Set Up Your YaleMail Alumni Email Account
May 2023 graduates will receive an email from the Yale Alumni Association in early February with information on how to set up a YaleMail account. You can find more information on setting up your YaleMail account on the YaleMail Help page.
Turn on Email Auto-Reply and Auto-Forwarding (starting May 24, 2023)
Your Yale email account will be deactivated in June 2024. However, you should turn on auto-reply and auto-forwarding in May 2023 to ease the transition away from your Yale email address. Please note that both auto-replies and auto-forwarding will stop working when your account is deactivated in June 2024.
Auto-Reply
Auto-Reply automatically sends a message to anyone who sends you an email. This feature can be used to inform people of your new email address. You can also customize this feature to avoid auto-replying to marketing and spam emails. Follow the instructions below to set it up for your account.
Email Forwarding
Email Forwarding automatically redirects all messages sent to your Yale account to another account. This can be used to make sure you don’t miss mail sent to your Yale account for the next year. Follow the instructions below to set it up for your account.
Migrate Adobe Creative Cloud Files (before October 1, 2023) [discount available!]
You will lose access to your Yale Adobe Creative Cloud account on October 1, 2023. After backing up your Creative Cloud files to a free limited account, you can choose to purchase a discounted individual Creative Cloud license.
Migrate Creative Cloud Files and Assets
Maintain access to your Creative Cloud files, assets, and web portfolios, you’ll need to migrate your Yale Creative Cloud account to a personal account. You must first migrate to a Creative Cloud Free membership account which includes trial versions of most of Adobe’s creative apps. Once your account is migrated, you may choose to upgrade your account. For instructions on migrating your account, visit Asset Migration For Graduation Students.
Discounted Offers for Graduating Students
Students are eligible for a 40% discount on Creative Cloud individual licenses ($29.99/month) for the first year after graduation. This license grants access to all the apps available in Yale’s Creative Cloud accounts. Use your 40% discount.
Note that you will need to migrate your Yale Creative Cloud to a free membership account first, then return to the discount page to upgrade your free account to the discounted Creative Cloud All Apps license.
Access Library Alumni Resources (starting October 1, 2023)
As a Yale graduate, you (and your spouse) may access yale Library collections with a range of free and paid options. You will retain access to most Yale library resources until October 1, 2023. After October 1, Yale alumni lose access to VPN, but are eligible for continued access to many library resources, including JSTOR. View available alumni library resources and set up access.
Complete Timeline of Access Changes
The following changes will occur over the next year. You will be notified when specific due dates are approaching. Note that some Yale accounts will remain active indefinitely.
February/march 2023 |
Set up alumni email account |
May 2023 |
Enable email auto-reply and auto-forwarding Return media equipment and laptops Library borrowing privileges removed |
June 2023 |
Transfer ownership of club files and accounts IPTV access removed Software Library access removed YaleConnect student view access removed |
July 2023 |
Yale Facebook access removed |
October 2023 |
Box access removed; deadline for free personal account Adobe Creative Cloud access removed VPN access removed Access to online library resources removed |
November 2023 |
Update address to receive W-2 form |
June 2024 |
Email account deactivated; deadline to migrate emails, calendar, files |