Topics Map > Service Catalog > Communications and collaboration services > Email

How long after I leave Stout will I have access to my email?

Retention policies and practices for UW-Stout email

Students and Alumni

  • Students who graduate from Stout (alumni) can keep their UW-Stout e-mail address indefinitely
  • Students who are academically dismissed are not guaranteed continuation of UW-Stout e-mail beyond the final day of their last enrolled semester
  • Students who are dismissed for disciplinary reasons will not have access to UW-Stout e-mail following dismissal
  • Students who leave the University prior to graduation for any reason other than the above-stated dismissals, transfer for example, are not guaranteed continuation of UW-Stout e-mail beyond the final day of their last enrolled semester
  • Accounts will not be disabled by request; students who do not wish to access their account are encouraged to turn on an out-of-office. Office365 retention policies will apply.
  • Students, former students, and alumni receive the Campus Life Today in their Stout email daily. There is no opt-out; Alumni who no longer wish to receive the Campus Life Today can create a rule to delete it.

Faculty and Staff

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.


See Also:




Keywords:deprovision delete e-mail graduate retire transfer   Doc ID:65128
Owner:Sasha K.Group:UW Stout
Created:2016-07-14 11:41 CSTUpdated:2016-10-05 15:47 CST
Sites:UW Stout
Feedback:  0   0