Summary
This policy outlines when and how student email and NTNET accounts are de-provisioned. It covers notification, recovery, and reactivation procedures, and includes definitions and contact details for clarity and compliance.
Body
Policy Statement
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.
Reason for Policy
The purpose of this internal policy is to ensure consistent account creation and retention practices in order to use limited resources efficiently and securely.
Policy
Account Deletion
MS365 and NTNET accounts are de-provisioned 365 days after the starting class day of their last registered semester. Deleted accounts remain in the recycle bin for 30 days and may be recovered under certain circumstances.
Notification
One week prior to deletion, affected students receive an email notification.
Additional Information
Students are responsible for backing up any files they wish to retain. Accounts are automatically recreated upon re-admission with the same username.
Definitions
- Certain Circumstances: Students completing incomplete classes, comprehensive exams, practical exams, etc.
- Long Semester: Fall or Spring 16-week semesters.
- Dormant Accounts: Accounts of students no longer affiliated with the university and not accessed in over a year.
- Information Resources (IR): Procedures, equipment, and software used to manage data.
- MS365: Microsoft 365 Enterprise suite including Office 365 and security tools.
- Deprovision: Deleting the account and removing associated access rights.
Contact
For help or questions, contact Innovative Technology Solutions at 254.968.9885.