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

Office 365 (Microsoft) Accounts

More Accounts

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 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 20, 2024)

Your Yale email account will be deactivated in 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)

Instructions for Students with Office 365 Accounts (Microsoft)

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

Set up access to alumni library resources

November 2023
Update address to receive W-2 form
June 2024

Email account deactivated; deadline to migrate emails, calendar, files

Access to Workday removed

No Access Change

The following services and accounts will not be deactivated after graduation:

  • NetID
  • Duo MFA
  • Alumni email account
  • SIS (Student Information System)
  • Canvas (find your courses under Past Enrollments)
  • Course search
  • Yale Secure
  • Qualtrics