Microsoft 365 (M365) services are provided to individuals who are studying at the Language and Cultural Institute and have the VT-AFFILIATE-LCI affiliation at Virginia Tech. Google Workspace services are not provided. The following article contains

• Overview of services
• How to access the services
• How to find training on the services
• Where to find information on the cost of services
• Eligibility Requirements
• What happens after eligibility is lost
• What if they have multiple relationships with Virginia Tech
• What to do if they cannot access their services
  
  

Overview

LCI students receive the following in Microsoft 365.

¹Additional storage for A5 licenses may be allocated by the department up to 5 terabytes (TB)

²Additional storage for A1 licenses may be allocated by the department up to 100 GB

Additional Microsoft 365 apps include³:

³Downloadable versions are only available with an A5 license.

These individuals do not receive any services in Google Workspace.

Access

• Outlook can be accessed on the web at outlook.office.com or by downloading the Outlook desktop application.
• Other M365 office products can be accessed at my.office365.vt.edu.

Training

• LinkedIn Learning via OneCampus (requires signing in with their Virginia Tech username and password)
• TLOS’s (Technology-enhanced Learning and Online Strategies) Professional Development Network (PDN)
•  Division of IT Knowledge Base Articles
  • Exchange Online
  • Microsoft 365

Cost

Services are paid for by the university and departments.  License details and costs can be found on the Software Service Center’s Department Software List.

Eligibility

People with the VT-AFFILIATE-LCI affiliation are eligible to receive the above-mentioned services. An individual can view their affiliations within the IT Account Manager.  

Loss of Eligibility

This section describes how services are terminated, or deprovisioned, after an individual no longer has the VT-AFFILIATE-LCI affiliation. The steps below assume that the individual has no other affiliation with the university such as employee, alum, or retiree. In the case of multiple affiliations, they will obtain or retain services based on those affiliations (See Understanding Storage and Services for Google and Microsoft Based on Constituent Groups for more information). To understand the specific services for those affiliations, please visit the articles for alumni, employee, or retiree.

LCI students and departments must make sure that any business or research related files are provided to the appropriate departmental personnel along with management or ownership of collaborative spaces. In addition, they must export any personal emails or files they want to keep to another location before their services stop. Data and email migration services are not provided.

1. When a person no longer has the affiliation, VT-AFFILIATE-LCI, their account will be suspended, without notification. 
2. Once this happens, the individual will lose
   1. All M365 services
   2. Any emails or files stored within these services
   3. Any file permissions associated with the account
   4. Any Team or Group memberships
3. Their accounts will be deleted 15 days later. Once an account is deleted, it will not be re-enabled, and deleted data will be unrecoverable.

Individuals with this affiliation need to make sure that they export any emails or files they want to keep to another location before their services stop. These articles can help export data.

• Exporting Email
• Transferring Files from OneDrive

Eligibility with Multiple Affiliations

If an individual has multiple relationships with the university in addition to VT-AFFILIATE-LCI, such as employee, alum, or retiree, they may be entitled to additional services or retention of services after loss of student eligibility.  Visit our Knowledge Base article called Understanding Storage and Services for Google and Microsoft Based on Constituent Groups for more details.

Even if eligible for the Gmail service, these individuals are required to use Exchange Online, they cannot set a forward to @g.mail.vt.edu, and they will be restricted from sending and receiving in Gmail.

Troubleshooting

If they lose access to M365 services and believe this to be in error, there are steps that they can take.

1. Verify they have VT-AFFILIATE-LCI as an affiliation (affiliations can also be viewed in the IT Account Manager). If they do not see this affiliation, we suggest they reach out to their supervisor or departmental HR representative.
2. Check their M365 license in MyCAT. If you do not have a valid license, we suggest they contact their departmental IT.
3. If their affiliations are correct and they have a valid license, contact 4help.

FAQ

• How do I find my storage allocation in Microsoft 365?
  • This article provides instructions for SharePoint Online and Teams.
• How do I request the creation of a SharePoint site, a Microsoft Team, or Google Shared Drive?
  • Contact your OU Admin
• How do I request a storage increase?
  • Individual student storage cannot be increased. Collaborative storage (Teams, SharePoint sites) can be increased. Contact your OU admin.