Back up Email, Files, and Other Data on College Resources

What do I need to do prior to June 30th?

Back up or transfer files stored on Swarthmore servers

• Moodle accounts will be deleted. All posts, discussion board posts, and attachments you added to Moodle will be permanently deleted from Moodle courses and organizations. If you wish to save any materials from Moodle please copy them to a personal storage device or cloud location.

• Swarthmore maintains many services that may store student data such as RStudio Server and github.swarthmore.edu.  In addition, Swarthmore provides access to cloud services such as MATLAB Online, Microsoft OneDrive, and EndNote Web.  Download any needed data before graduation.

• If you have files saved in Adobe Document Cloud, you will also need to download those files before your Swarthmore account is deactivated.

  1. Go to documentcloud.adobe.com > choose Continue with Google, and sign in with your Swarthmore email address. 
  2. Select the file(s) you wish to download and then click Download. Follow the prompts to save the file(s) your local computer or network drive.
• Student files on the video editing workstations in Beardsley will be deleted shortly after final exams. Save a copy to a personal storage device, DVD, or cloud location.
• Transfer your website from Domain of One's Own.
• Download (print) paystubs in mySwarthmore. After your Swarthmore account is disabled, get them from ADP. For more information, go to https://www.swarthmore.edu/payroll/2023-w2-tax-forms.

Set up mail forwarding and "graduating" Vacation responder

• Create a new email account, if you do not already have one. You can sign up for a free Gmail account. 
• Notify people about your new email address before your Swarthmore email account is disabled. To make the transition easier, you have a few options in Gmail. You can set up an auto-reply (vacation responder) that includes information about your new email address. You can also set up mail forwarding to your new email account until the account is disabled.

• How do I set up an Automatic Reply (Away) Message?
  Pull down the gear icon [Settings] to Settings. Scroll down in the General section. Under "Vacation responder" there is a check box for "Vacation responder on". When you check the box you are presented with a text box to compose your message as well as a first day to start sending the auto reply message.  Click Save Changes at the bottom of screen to confirm your changes.

• How do I set up automatic email forwarding?

  To forward your mail to a new email address, you may need to "Allow Less secure Apps."  Instructions to change that setting are here:  Allowing Less Secure Apps in Gmail 

  Pull down the gear icon [Settings] to Settings. Go to Forwarding and POP/IMAP tab > click Add a forwarding address.  Enter the address you want to forward mail to > click Next.  We recommend keeping the default of "Keep swarthmore.edu's mails copy in the Inbox".  A confirmation email will be sent to your forwarding email address.  You need to accept the forwarding from the confirmation email before it will begin. Please keep in mind that email forwarding from your Swarthmore account will stop when your account is deleted.

• How do I send a post grad mass email? To notify everyone in your contact list, follow the postgrad mass email instructions.

Change email account used on job and graduate school applications, and associated with cloud services

• Did you list your Swarthmore email account on job and graduate school applications?  Make sure jobs and graduate schools can reach you after graduation by giving them an alternate email address.

• Did you activate any non-Swarthmore related apps or cloud services with your Swarthmore account?  Make sure your non-Swarthmore cloud services are associated with your personal email account, or cancel any you will no longer use.  You need access to the original email account in order to change the associated email address.

Save your Email and Google Drive files

What else do I need to think about after leaving campus?

Uninstall SafeConnect (Mac and Windows)

The program needed to register on the campus network can be removed after graduation.

• On Windows, both programs can be removed through the Programs and Features option under control panel.
• Mac users can can run the "Uninstall SafeConnect" program in Applications to remove SafeConnect.

Access to mySwarthmore After Graduation

• Alumni do not have access to mySwarthmore with PINs or passwords after graduation. Save any information in mySwat you may not otherwise have access to, but know that you can also contact the Registrar for transcripts or the Student Employment Office for employment records as Alumni.
• To access transcripts from the Registrar: www.swarthmore.edu/registrar/transcript-request

What if I have a question that wasn’t answered in this guide?

If you need additional support, please contact the ITS Help Desk as soon as possible. Accounts will be removed on June 30th and we will not be able to recover information after that time.