Faculty/Staff Account Termination Policy

Information Technology Services
Faculty/Staff Account Termination

Submitted: September 2, 2025
Next Scheduled Review: September 2, 2025

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Policy Statement
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University information resources, including email services, are strategic assets and, as such, must be managed as valuable state resources. Email account management serves to maintain the security and efficiency of the University network. This policy, therefore, addresses the university’s student email account policy.
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Reason for Policy
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The purpose of this internal policy is to ensure consistent account creation and retention practices in order to use limited resources efficiently and securely.
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Policy
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Account Termination

  • The faculty/staff account termination process occurs when an individual no longer shows as an active employee based on the file we receive from Workday every morning at 0500.
  • If an employees UIN is no longer present within the workday file, the account will be disabled at 0700.


Account Disable

When the termination process runs, the following occur:

  • NTNET account is Disabled
  • Sign in to Azure and EntraID are now blocked.

Dormant Accounts

If an account goes Dormant, our process will disable the account.

Account Deletion

Accounts will be automatically deleted after an account has been disabled after 180 days.
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Definitions


Domain Accounts:  Domain accounts are domain joined accounts which would be used to access on premise resources such as shared drives and computer logins.

Office 365 Accounts: Office 365 accounts are accounts created in Azure EntraID that allow users to log in to office365 products as well as services that require Azure Authentication.

MS365: Microsoft 365 Enterprise that includes Office 365 and enterprise mobility and security.

Dormant: Accounts that have not been logged in to in the last 90 days, either from Domain accounts or Office 365 accounts.

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