3.50 Email Account Retention Policy

Purpose
Individuals may leave the University for a variety of reasons, which gives rise to differing situations regarding the length of email privileges or expiration of accounts. The policy governing those privileges are set forth below. Notwithstanding the guidelines below, the University reserves the right to revoke email privileges at any time.

1. Definitions

   1.1 Delete – To permanently erase all content. Deleted emails cannot be recovered.

   1.2 Disable – To make hidden from public access and to be inaccessible to general end-users.

   1.3 Non-Returning Student – Any previously enrolled student that is not enrolled at the start of Fall Semester.

   1.4 Executive Account – Staff member holding the title of Director or above; or, a faculty member holding the title of Dean or above.

    

    

2. Policy
   
   

2.1 Students

Email accounts for graduating, withdrawn or non-returning students will remain active for 15 months following the student’s last date of enrollment.  It will be disabled after the
15-month period (i.e. student account will deactivate in August of 2024 for a student that graduates in May of 2023). This allows the students to be able to access any tax related documentation for the following year after graduation or separation from the institution.

The email account will remain disabled for four months. After the four-month disabled period, the student’s email account will be deleted.

2.2 Staff/Faculty

All official notices to terminate any type of technology access will have to come from the Office of Human Resources.

When the Office of Information & Technology receives the last date of employment notification, the staff/faculty email account will be disabled as of the date of termination.

The staff/faculty email account will be deleted after 12 months.

Executive Accounts will be held for 24 months prior to being deleted.

2.3 Exceptions

Any exception to the staff/faculty guidelines must be approved, in writing, by the Office of Human Resources. If an exception is made, the Office of Human Resources will notify the Office of Information Technology.

Faculty with emeritus status will have their email accounts monitored for inactivity. For any emeritus email account that has more than 12 months inactivity, the emeritus faculty will be notified of the inactivity and that their email account will be disabled within two weeks of notification unless the Office of Information Technology is contacted. Inactive Emeritus accounts will be disabled for 12 months after which the account will be deleted.

Students that are on a documented and approved hiatus from the University will have their email accounts remain active and available. After the approved hiatus period expires, the student’s account will follow the protocols for student accounts as stated in section 2.1.

Students that have been administratively withdrawn from the University will be disabled 7 days after the request is submitted.  This is to allow the student to retrieve any important emails they may have in their Piedmont email account. A helpdesk request is to be submitted by the governing office advising them to disable the account.  The student will be notified during the disciplinary hearing that the account is being disabled and the actions that they must take. Once disabled, the account will follow the protocols for student accounts as stated in section 2.1. If the student returns to the University after the disciplinary period has surpassed, the account will be enabled.

2.4 Notifications

As part of onboarding and off boarding processes for students and employees, individuals sign acknowledgement statements verifying they understand this policy.