Faculty and Staff Email Accounts - What Happens Upon Separation

OIT often receives questions about what to expect regarding a UAH email account when a faculty or staff member separates from the university. We also receive requests from UAH faculty and staff regarding email accounts for employees who are leaving UAH or who have recently left UAH. These requests are typically to extend the life of the email account beyond the employee's last day of work.

Immediate Termination

If you ever need access immediately revoked for an employee who is being terminated, please make that very clear to the OIT Help Desk team so that we can take specific action.

Policy Controls Access

Per this policy, faculty and staff who retire are allowed to retain access to their UAH email account indefinitely; see that policy for more details.

Retirees Who Wish to Keep Their UAH Email Account

  • Retired Faculty - One year grace period by default, but must complete this form if interested in keeping account indefinitely.
  • Retired Staff - Must complete this form if interested in keeping account indefinitely.

Extending the Access

OIT has a "grace period" option that can be used temporarily to keep an inactive record in usable state.

  • A departing faculty member’s LDAP affiliation automatically changes to GracePeriod when the related Banner record is updated by Human Resources. One year after their separation date, that changes to INACTIVE. No warning email message is generated before that change.
  • If OIT changes an active user’s account to GracePeriod manually, that change will be unmade when the Charger Account Provisioning script runs (twice daily). The information in Banner that shows that an active employee status will clear a GracePeriod setting in our LDAP database.

Requests to Keep a Staff or Faculty Email Account Active Though the Employee Will Soon Be Leaving

If the departing employee has not yet left the university and does not wish to maintain access to the account...

  • OIT will coordinate with Human Resources to be alerted when the Banner record is updated so that we can use the GracePeriod status at that time
  • We will need a request in writing (email will suffice) from his or her supervisor or the head of the department regarding the details of the request to keep the account active
    • Attempts should be made (such as setting an automatic reply on the account) to alert contacts that the prior employee’s address should no longer be used for UAH business communication
    • We will change the password on the account and provide it to the department head or the person they have designated as the liaison for the email
    • We need to know for how long the account should remain active
    • We need to know who is authorized to access the account

Requests for Access to a Former Employee’s Email

If the departing employee has already left the university and will not maintain access to the account, we will need a request in writing (email will suffice) from their former supervisor or the head of the department

  • We need to know who’s authorized to access the account
  • We need to know for how long the account should remain active
  • We will change the password on the account and provide it to the department head or the person they have designated as the liaison for the email
  • Attempts should be made (such as setting an automatic reply on the account) to alert contacts that the prior employee’s address should no longer be used for UAH business communication

Reasons OIT May Decline a Request

We may decline a request to keep a former employee's account open or grant another user access to it if the former employee will maintain access to the account.

  • If the prior employee is to maintain access to their account for the near future at least, the person requesting access will need to work with the user to get the needed messages
  • If the departing employee hasn’t left, yet, he or she could provide the department with login credentials or forward data as appropriate
  • Reasons a prior employee is to maintain access to their account include
    • Retiree who intends to maintain control over the account
    • Active Student
    • Former student whose whose last term enrolled was less than one year ago

Details

Article ID: 94382
Created
Thu 12/12/19 6:00 PM
Modified
Thu 8/27/20 10:29 AM