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Faculty and staff account deprovisioning due to change in employment status

The retention schedule of faculty and staff accounts de-provision

The deletion of campus faculty and staff accounts is performed based on the following.  In certain cases based on the discretion of the Human Resources Director this process may not be followed

Termination

  • Authentication account will be available for 90 days for HRS access
  • Email account will be made inaccessible to the employee, but can remain active for up to 12 months at request of the supervisor
  • Upon request, email access can be granted to the supervisor for a designated period of time or  account de-provision

Lay-off

  • Authentication account will be available for 90 days for HRS access
  • Email account will be made inaccessible to the employee, but can remain active for up to 12 months at request of the supervisor
  • Upon request, email access can be granted to the supervisor for a designated period of time or  account de-provision

Resignation

  • Authentication account will be available for 90 days for HRS access
  • Email account will be made inaccessible to the employee, but remain active for 12 months
  • Upon request, email access can be granted to supervisor for designated period of time or account de-provision

Contract expiration (ex: Adjunct)

  • Email and authentication account will be available to employee for 12 months
  • Upon request, email access can be granted to supervisor for designated period of time or account de-provision

Standard retirement

  • Email and authentication account will be available to employee for 12 months (see related Technology Considerations for Retirement )
  • Upon request, email access can be granted to supervisor for designated period of time or account de-provisioned

Official emeritus designation

  • Email and authentication account will remain available until account has not been logged into for over 12 months. Account can be reactivated after that time by a request from the Emeritus and identity has been proofed.
  • Upon request, email access can be granted to supervisor for designated period of time


In all scenarios other than employee termination, if a UW-Stout faculty or staff member has an alumni designation they may choose to have their email account converted to an alumni “My Mail” account that they may keep indefinitely. Email, calendar, and contact information will be transferred. If the account is converted to an alumni account, the supervisor can be granted access until the 12 month period ends. In addition at the request of the supervisor the migration to the alumni account can be denied.

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Keywords:deletion retirement retire retiree emeriti emeritus employee e-mail   Doc ID:48373
Owner:Dan D.Group:UW Stout
Created:2015-03-05 10:13 CSTUpdated:2016-05-06 08:05 CST
Sites:UW Stout
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