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Fwd: Student Deprovisioning
1. What are your university’s current policies/practices for removing student email accounts?
Our IdM system receives data for students from the Registrar’s System of Record. Based on criteria we get from the Registrar, student accounts are disabled when they are no longer considered students. Accounts are then de-provisioned after a standard amount of time following being disabled. I could be more specific but my guess is that there is an 80% chance or better that our specific policies will not work for any other institution.
2. Do the policies/practices differ for undergraduate students versus graduate students?
3. Do the policies/practices differ for non-matriculated students?
Refer to #1 above. If non-matriculated students can be identified in the SoR and are included in the Registrar’s criteria they are treated as ‘students’. Otherwise they do not yet have accounts.
4. Do you offer a forwarding service for alumni?
5. What is the timing for these removals (e.g. once per year, every term, weekly)?
Student accounts are de-provisioned in real time based on the data in the Registrar’s SoR according to the criteria defined by the Registrar.
6. Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?
We have a global process in place for disabling any account of any type manually. Otherwise, if ‘unfavorable withdrawal’ or other status can be defined in the Registrar’s SoR and are included in the criteria defined by the registrar the account will be disabled in real-time and de-provisioned after a standard amount of time following being disabled.
In general, our students are allowed to use their accounts for a few months following the end of their last term, over the summer without being enrolled, and while currently enrolled. We also provision their accounts in time for pre-term orientations, etc. The question of “when a student is a student” is a nightmare of exceptions and differing opinions. We let the Registrar negotiate with the stakeholders and then implement the resulting policy.