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Official policies of St. Mary's University

Information Services Account Provisioning and Retention Policy

Approver(s):

Executive Council

Authorizes release:

Vice President for Information Services

Responsible office:

Information Technology Services

Review cycle:

Annually or as required

Adopted:

Unknown

Last update:

July 2017

Next review:

June 2018

This policy outlines the criteria for the creation, deletion and retention of university issued email accounts and network services account access. St. Mary’s University provided email accounts through Microsoft Office 365 include email, calendaring, SharePoint, OneDrive etc. using the account naming convention of username@stmarytx.edu for employees and username@mail.stmarytx.edu for students. Network services provide access to Gateway, Blackboard, wireless and wired network, network drives and other services requiring your St. Mary’s login credentials.

The St. Mary’s email is used for university communications. The account credentials allow access to the network systems supporting university employees and students in performing functions necessary for work and academic pursuits. Email and network services access is not an infinite resource and must be managed and maintained in a manner that achieves a balance between required access, mitigation of risk and allocation of staff and other resources. The following charts explain when accounts are created and deleted and highlight retention requirements.

Network Services and Email Account Creation
Community group Account and services access enabled
Students New student accounts are created within one week of acceptance to the university.
Faculty, staff & contingent faculty New faculty and staff accounts are created as the Office of Information Technology Services is notified by Human Resources of their start date. Whenever practicable, the account credentials will be available in advance of their arrival. Credential information is provided by the Technical Support Center.
Network Services and Email Account Retention and Deletion
Category Reason for separation Email and network services retention period
*Inactive email accounts will be disabled after 180 days without an active login by the account owner (an account is not considered active if it is only used to forward email to another account). An email notification will be sent and the account owner will have 30 days to access the account at which point the account will be deactivated. The account will be fully removed from the system 90 days later and the contents will be unrecoverable.
Students Graduation Network services: 6 months. Email account: lifetime; removed if inactive for 6 months.*
Students Non-matriculation (new students) Network services: deleted on the 12th day of the subsequent semester. Email account: deleted on the 12th day of the subsequent semester.
Students Disciplinary Network services: none. Email account: none.
Alumni Graduation Network services none. Email account: lifetime; removed if inactive for 6 months.*
Current faculty & staff Voluntary Network services: none. Email account: 3 months with permission of Department Head.
Current faculty & staff Termination Network services: none. Email account: none.
Contingent faculty Returning Network services: disabled; enabled upon return. Email account: disabled; enabled upon return; deleted after 9 months of inactivity.
Contingent faculty Non-returning Network services: none. Email services: none.
Faculty – Non-Emerita/Emeritus; staff < 25 years Retirement Network services: none. Email account: lifetime; removed if inactive for 6 months.*
Faculty – Emerita/Emeritus; staff 25+ years Retirement Network services: lifetime; removed if inactive for 6 months.* Email account: lifetime; removed if inactive for 6 months.*
Non-Employee Categories Account Access
Category Gateway Portal Access Library Privileges Athletic Facilities Access Requirements
Library Services Off-campus access to databases is not permitted to non-employees and non-students.
Aramark No No No Parking Permit
Alumni – Prev. Employee Alumni Access Only No No Email
Barnes and Noble No No No Parking Permit
Marianist/Religious No Yes Yes ID Card, Email
Marianist/Staff No No No Parking Permit
Volunteer Staff No Yes Yes ID Card, Email
Volunteer Faculty No Yes Yes ID Card, Email
Temp Agency Employee Per department pending job duties No No Parking Permit. IT per dept. requirements.
Military Science, ROTC Approval of Work Study timesheets only Yes Yes ID Card, Email, Parking Permit
Volunteers No No No ID Card, Parking Permit
Law Scholars/Visiting Student Per dept. needs Yes Yes ID Card, Email
Retiree No Yes Yes ID Card, Email, Parking Permit
Law School: Sr. Professors (Retired with part-time pay) Yes Yes Yes ID Card, Email, Parking Permit
Law School: Sr. Professors or Emeritus (Retired, but volunteering – unpaid) No Yes Yes ID Card, Email, Parking Permit

To take advantage of lifetime account benefits, please email the Help Desk at helpdesk@stmarytx.edu.

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