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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?

No.

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?

No.

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.

Comments

1. What are your university's current policies/practices for removing student email accounts?

Newly admitted students (who are eligible for e-mail accounts), but who in the end do not attend, have their accounts expired
early in the term. Students who leave, but who do not graduate, retain e-mail eligibility for 1 semester.  Students who graduate
retain e-mail eligibility indefinitely.

2. Do the policies/practices differ for undergraduate students versus graduate students?

No.

3. Do the policies/practices differ for non-matriculated students?

Non-matriculated students (i.e. non-degree / continuing education students) are not eligible for an e-mail account.

4. Do you offer a forwarding service for alumni?

Not since we switched to Gmail, and discovered that an expired Google account does not forward.

Alumni  who graduated >= 2001 are automatically eligible for an e-mail account.  But our alumni office can authorize
any alum who graduated prior to to 2001, on a per-request basis. We also operate a legacy "alumni e-mail alias" service, with
aliases of the form f.last.N@alumni.nyu.edu - but this is not thriving now that all alumni are in fact eligible for a regular NYU e-mail
account.

5. What is the timing for these removals (e.g. once per year, every term, weekly)?

We expire accounts automatically (e.g. when the 1-term grace period ends)

6. Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?

We do expire accounts manually in case of a security event... but perhaps more often we scramble a person's password to
prevent their access (yet allow incoming e-mail to arrive, at least temporarily).  Since password reset and e-mail account
activation are self-service functions, we obviously have measures in place to place a "security hold" on a person, and not
allow them to perform such self-service functions.

Above I'm speaking entirely about e-mail account eligibility (i.e. eligible / ineligible ) and account status (i.e.. active / expired).  REMOVAL of an
account -- erasing the data -- is another matter, and something which we do NOT automate.

- Gary Chapman, NYU

 Hello,

Here is how the University at Albany handles student de-provisioning.

Thope this helps!

Sincerely,
Bry-Ann Yates

 

1.            What are your university’s current policies/practices for removing student email accounts?

·         Students are marked for removal when they have not had any active class registrations in one year.

·         An email is sent to those students who have been identified  as meeting the criteria for removal, and then given 30 days to get any data they may need from their mail account.

·         During this 30 day window they may respond if they believe the notification was sent in error.  We then review the incident and make any corrections that are needed.  If corrections are not needed then we explain why the account will be closed.

·         Some students miss this notification and then contact us because they need access to their email.  Based on need we allow access back into their account for a limited amount of time.  Typically, we give them a one week window to retrieve any needed data and then close their account.

 

 

2.            Do the policies/practices differ for undergraduate students versus graduate students?

·         Students pursuing Master’s degrees or Certificates are not required to be registered for every semester. In order to accommodate that situation, we established an Exception process that the students can follow in order to maintain their access and email. We notify the students when they haven’t been registered for two consecutive semesters that their accounts are about to be closed and tell them how to apply for an exception.

 

 

3.            Do the policies/practices differ for non-matriculated students?

·         If a student is non-matriculated and does not enroll in a class their account is closed down at the time of the next Student Account closure process.

·         If a student is non- matriculated and has enrolled in a class then the rules are the same as for those matriculated students.

 

4.            Do you offer a forwarding service for alumni?

·         No.  The University at Albany’s alumni service does offer forwarding, but that is on a different mail system, external to central IT.

·         Alumni are allowed to keep their account for one year + depending on when the student account closure process is run.

 

5.            What is the timing for these removals (e.g. once per year, every term, weekly)?

·         The Identity and Access Management team initiates the Student account closure process.  The timing varies, but it is normally done in October and March after the last day of Drop/Adds when the student will not receive a W on their transcript. 

6.            Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?

·         If a student account needs to be closed prematurely because of extenuating circumstances, access to the account is removed at the time of the request from an approved source.

 

 


1.            What are your university’s current policies/practices for removing student email accounts?

If a student does not register for two regular semesters in a row, she is emailed the opportunity to retain her account as an " 'Ohana" (literally, "family"; as in family member).  Failure to accept the 'Ohana role within 6 months results in email account termination.  We utilize a single Google domain for students, fac/staff, and ohana.  'Ohana is very inclusive by design.  

Email account names are never reassigned to another person and are reassigned to the original owner should she ever return to the University.

2.            Do the policies/practices differ for undergraduate students versus graduate students?  No

3.            Do the policies/practices differ for non-matriculated students? No

4.            Do you offer a forwarding service for alumni?  

Not application since 'Ohana includes alumni and provides for full email services.

5.            What is the timing for these removals (e.g. once per year, every term, weekly)?  

The life cycle for offering departing students 'Ohana affiliation is triggered once per regular semester, after the add/drop period.  See #1 for more details.

6.            Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?

Not really.  In the rare case that a student is 'bad' we reserve the right to terminate an account.  Preferably, the normal student disciplinary processes prevail.


Michael Hodges
University of Hawaii, ITS, IAM

Hello,


Portland State University (using Google Apps for Education since July 2011; currently provision accounts through a Sun IdM based implementation; embarking on a SailPoint Identity IQ implementation in 2013; refinements to account attributes, policy, and practice are under consideration.):

 

1. What are your university’s current policies/practices for removing student email accounts?


Grace Period: 180 days from end of last term of attendance; when the grace period ends the account is disabled; deleted 360 days after the last term of attendance.

Admitted students that do not register for a course will be disabled 180 days after their admit date, and deleted 360 days following their admit date.


2. Do the policies/practices differ for undergraduate students versus graduate students?


Not currently.

 

3. Do the policies/practices differ for non-matriculated students?


Not currently.


4. Do you offer a forwarding service for alumni?


Not currently, but under consideration.


5. What is the timing for these removals (e.g. once per year, every term, weekly)?


Currently, accounts eligible for deletion are processed quarterly.  This might become more frequent after new IdM implementation.


6.  Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?


Workflow processes are in place for account disables due to administrative or security situations.  The workflows include disabling the Google account/email.


-- 
MaryKay (MK) Moskal
Architecture and Integration Team Lead, OIT
Portland State University
On 1/2/2013 2:48 PM, Gary Chapman wrote: > 4. Do you offer a forwarding service for alumni? > > Not since we switched to Gmail, and discovered that an expired Google > account does not forward. We also discovered that if you anticipate a student might reactivate an account later, it is more efficient to "suspend" the account rather than deleting it. We're doing this to mimic a feature of our old email system, where we archived a user's email for a few months in case they come back. -- %% Christopher A. Bongaarts %% cab@umn.edu %% %% OIT - Identity Management %% http://umn.edu/~cab %% %% University of Minnesota %% +1 (612) 625-1809 %%

1.            What are your university’s current policies/practices for removing student email accounts?

We stopped disabling student accounts 2 years ago. Prior to that we disabled student accounts approximately 6 months after the end of their last  term and then removed the accounts 6 months after that. So the ability for former students to login to USC email ended after 6 months but any forwarding from their USC account to a personal account continued to work for up to a year. The decision was made 2 years ago in order to allow students to keep their USC email address for life. We plan to migrate student email to Google which should reduce some of the costs of offering these services for life.

2.            Do the policies/practices differ for undergraduate students versus graduate students?

Anyone who is registered for a class or is certified for a term is considered a student and all are treated the same.

3.            Do the policies/practices differ for non-matriculated students?

No.

4.            Do you offer a forwarding service for alumni?

The alumni office has offered such a service for many years allowing students to register an @alumni.usc.edu address, however they feel that allowing students to continue to use their @usc.edu address would be more beneficial to the students.

5.            What is the timing for these removals (e.g. once per year, every term, weekly)?

6.            Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?

There is no formal process for doing so. If the University determines that someone should lose access immediately then this is addressed by Information Security and usually consists of changing their password so that they can no longer login to the USC email system.

Regards,

Brendan Bellina
IdM Manager, Information Technology Services
University of Southern California
1. What are your university's current policies/practices for removing student email accounts?

Newly admitted students (who are eligible for e-mail accounts), but who in the end do not attend, have their accounts expired
early in the term. Students who leave, but who do not graduate, retain e-mail eligibility for 1 semester.  Students who graduate
retain e-mail eligibility indefinitely.

2. Do the policies/practices differ for undergraduate students versus graduate students?

No.

3. Do the policies/practices differ for non-matriculated students?

Non-matriculated students (i.e. non-degree / continuing education students) are not eligible for an e-mail account.

4. Do you offer a forwarding service for alumni?

Not since we switched to Gmail, and discovered that an expired Google account does not forward.

Alumni  who graduated >= 2001 are automatically eligible for an e-mail account.  But our alumni office can authorize
any alum who graduated prior to to 2001, on a per-request basis. We also operate a legacy "alumni e-mail alias" service, with
aliases of the form f.last.N@alumni.nyu.edu - but this is not thriving now that all alumni are in fact eligible for a regular NYU e-mail
account.

5. What is the timing for these removals (e.g. once per year, every term, weekly)?

We expire accounts automatically (e.g. when the 1-term grace period ends)

6. Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?

We do expire accounts manually in case of a security event... but perhaps more often we scramble a person's password to
prevent their access (yet allow incoming e-mail to arrive, at least temporarily).  Since password reset and e-mail account
activation are self-service functions, we obviously have measures in place to place a "security hold" on a person, and not
allow them to perform such self-service functions.

Above I'm speaking entirely about e-mail account eligibility (i.e. eligible / ineligible ) and account status (i.e.. active / expired).  REMOVAL of an
account -- erasing the data -- is another matter, and something which we do NOT automate.

- Gary Chapman, NYU

1.            What are your university’s current policies/practices for removing student email accounts?

We stopped disabling student accounts 2 years ago. Prior to that we disabled student accounts approximately 6 months after the end of their last  term and then removed the accounts 6 months after that. So the ability for former students to login to USC email ended after 6 months but any forwarding from their USC account to a personal account continued to work for up to a year. The decision was made 2 years ago in order to allow students to keep their USC email address for life. We plan to migrate student email to Google which should reduce some of the costs of offering these services for life.

2.            Do the policies/practices differ for undergraduate students versus graduate students?

Anyone who is registered for a class or is certified for a term is considered a student and all are treated the same.

3.            Do the policies/practices differ for non-matriculated students?

No.

4.            Do you offer a forwarding service for alumni?

The alumni office has offered such a service for many years allowing students to register an @alumni.usc.edu address, however they feel that allowing students to continue to use their @usc.edu address would be more beneficial to the students.

5.            What is the timing for these removals (e.g. once per year, every term, weekly)?

6.            Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?

There is no formal process for doing so. If the University determines that someone should lose access immediately then this is addressed by Information Security and usually consists of changing their password so that they can no longer login to the USC email system.

Regards,

Brendan Bellina
IdM Manager, Information Technology Services
University of Southern California

 

1.            What are your university’s current policies/practices for removing student email accounts?


We stopped removing student email accounts when we moved students to GoogleApps.  I think the last time we removed accounts was in Spring 2007.  GoogleApps accounts

are also created for former students when they create or re-activate their authentication credentials.


2.            Do the policies/practices differ for undergraduate students versus graduate students?


No, anyone who registers for a class is given the eduPersonPrimaryAffiliation of "Student" and they keep that affiliation until the Registrar's office changes their student to a "non-active" state - typically after not enrolling for two consecutive semesters.

3.            Do the policies/practices differ for non-matriculated students?

No.

4.            Do you offer a forwarding service for alumni?

The alumni office has expressed interest a few years ago in setting up @alumni.usf.edu as a GoogleApps domain (it's currently an Exchange server for the alumni association staff).  However, when they've talked to the new grads, no one wanted to go through the hassle of changing their email address, so the idea was dropped.  I keep expecting it to come up again, but so far everyone is still happy with keeping their @mail.usf.edu address

5.            What is the timing for these removals (e.g. once per year, every term, weekly)?

6.            Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?

I'm working with our Student Judicial Services office to come up with standards and policies around disabling access for email and other digital resources, but right now it's done on a case-by-case basis.


We understand that there are always exceptions and will certainly build that into our process. Right now we’re trying to understand the routine processes.

 

Steve Charles

Identity Management Lead Architect

x58137

(585) 275-8137

 



-- 
Eric Pierce
Identity Management Architect
Information Technology
University of South Florida
(813) 974-8868 -- epierce@usf.edu

 Hello,

Here is how the University at Albany handles student de-provisioning.

Thope this helps!

Sincerely,
Bry-Ann Yates

 

1.            What are your university’s current policies/practices for removing student email accounts?

·         Students are marked for removal when they have not had any active class registrations in one year.

·         An email is sent to those students who have been identified  as meeting the criteria for removal, and then given 30 days to get any data they may need from their mail account.

·         During this 30 day window they may respond if they believe the notification was sent in error.  We then review the incident and make any corrections that are needed.  If corrections are not needed then we explain why the account will be closed.

·         Some students miss this notification and then contact us because they need access to their email.  Based on need we allow access back into their account for a limited amount of time.  Typically, we give them a one week window to retrieve any needed data and then close their account.

 

 

2.            Do the policies/practices differ for undergraduate students versus graduate students?

·         Students pursuing Master’s degrees or Certificates are not required to be registered for every semester. In order to accommodate that situation, we established an Exception process that the students can follow in order to maintain their access and email. We notify the students when they haven’t been registered for two consecutive semesters that their accounts are about to be closed and tell them how to apply for an exception.

 

 

3.            Do the policies/practices differ for non-matriculated students?

·         If a student is non-matriculated and does not enroll in a class their account is closed down at the time of the next Student Account closure process.

·         If a student is non- matriculated and has enrolled in a class then the rules are the same as for those matriculated students.

 

4.            Do you offer a forwarding service for alumni?

·         No.  The University at Albany’s alumni service does offer forwarding, but that is on a different mail system, external to central IT.

·         Alumni are allowed to keep their account for one year + depending on when the student account closure process is run.

 

5.            What is the timing for these removals (e.g. once per year, every term, weekly)?

·         The Identity and Access Management team initiates the Student account closure process.  The timing varies, but it is normally done in October and March after the last day of Drop/Adds when the student will not receive a W on their transcript. 

6.            Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?

·         If a student account needs to be closed prematurely because of extenuating circumstances, access to the account is removed at the time of the request from an approved source.

 

 

1.            What are your university’s current policies/practices for removing student email accounts?

We stopped disabling student accounts 2 years ago. Prior to that we disabled student accounts approximately 6 months after the end of their last  term and then removed the accounts 6 months after that. So the ability for former students to login to USC email ended after 6 months but any forwarding from their USC account to a personal account continued to work for up to a year. The decision was made 2 years ago in order to allow students to keep their USC email address for life. We plan to migrate student email to Google which should reduce some of the costs of offering these services for life.

2.            Do the policies/practices differ for undergraduate students versus graduate students?

Anyone who is registered for a class or is certified for a term is considered a student and all are treated the same.

3.            Do the policies/practices differ for non-matriculated students?

No.

4.            Do you offer a forwarding service for alumni?

The alumni office has offered such a service for many years allowing students to register an @alumni.usc.edu address, however they feel that allowing students to continue to use their @usc.edu address would be more beneficial to the students.

5.            What is the timing for these removals (e.g. once per year, every term, weekly)?

6.            Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?

There is no formal process for doing so. If the University determines that someone should lose access immediately then this is addressed by Information Security and usually consists of changing their password so that they can no longer login to the USC email system.

Regards,

Brendan Bellina
IdM Manager, Information Technology Services
University of Southern California

 

1.            What are your university’s current policies/practices for removing student email accounts?


We stopped removing student email accounts when we moved students to GoogleApps.  I think the last time we removed accounts was in Spring 2007.  GoogleApps accounts

are also created for former students when they create or re-activate their authentication credentials.


2.            Do the policies/practices differ for undergraduate students versus graduate students?


No, anyone who registers for a class is given the eduPersonPrimaryAffiliation of "Student" and they keep that affiliation until the Registrar's office changes their student to a "non-active" state - typically after not enrolling for two consecutive semesters.

3.            Do the policies/practices differ for non-matriculated students?

No.

4.            Do you offer a forwarding service for alumni?

The alumni office has expressed interest a few years ago in setting up @alumni.usf.edu as a GoogleApps domain (it's currently an Exchange server for the alumni association staff).  However, when they've talked to the new grads, no one wanted to go through the hassle of changing their email address, so the idea was dropped.  I keep expecting it to come up again, but so far everyone is still happy with keeping their @mail.usf.edu address

5.            What is the timing for these removals (e.g. once per year, every term, weekly)?

6.            Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?

I'm working with our Student Judicial Services office to come up with standards and policies around disabling access for email and other digital resources, but right now it's done on a case-by-case basis.


We understand that there are always exceptions and will certainly build that into our process. Right now we’re trying to understand the routine processes.

 

Steve Charles

Identity Management Lead Architect

x58137

(585) 275-8137

 



-- 
Eric Pierce
Identity Management Architect
Information Technology
University of South Florida
(813) 974-8868 -- epierce@usf.edu

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?

No.

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?

No.

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.

 Hello,

Here is how the University at Albany handles student de-provisioning.

Thope this helps!

Sincerely,
Bry-Ann Yates

 

1.            What are your university’s current policies/practices for removing student email accounts?

·         Students are marked for removal when they have not had any active class registrations in one year.

·         An email is sent to those students who have been identified  as meeting the criteria for removal, and then given 30 days to get any data they may need from their mail account.

·         During this 30 day window they may respond if they believe the notification was sent in error.  We then review the incident and make any corrections that are needed.  If corrections are not needed then we explain why the account will be closed.

·         Some students miss this notification and then contact us because they need access to their email.  Based on need we allow access back into their account for a limited amount of time.  Typically, we give them a one week window to retrieve any needed data and then close their account.

 

 

2.            Do the policies/practices differ for undergraduate students versus graduate students?

·         Students pursuing Master’s degrees or Certificates are not required to be registered for every semester. In order to accommodate that situation, we established an Exception process that the students can follow in order to maintain their access and email. We notify the students when they haven’t been registered for two consecutive semesters that their accounts are about to be closed and tell them how to apply for an exception.

 

 

3.            Do the policies/practices differ for non-matriculated students?

·         If a student is non-matriculated and does not enroll in a class their account is closed down at the time of the next Student Account closure process.

·         If a student is non- matriculated and has enrolled in a class then the rules are the same as for those matriculated students.

 

4.            Do you offer a forwarding service for alumni?

·         No.  The University at Albany’s alumni service does offer forwarding, but that is on a different mail system, external to central IT.

·         Alumni are allowed to keep their account for one year + depending on when the student account closure process is run.

 

5.            What is the timing for these removals (e.g. once per year, every term, weekly)?

·         The Identity and Access Management team initiates the Student account closure process.  The timing varies, but it is normally done in October and March after the last day of Drop/Adds when the student will not receive a W on their transcript. 

6.            Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?

·         If a student account needs to be closed prematurely because of extenuating circumstances, access to the account is removed at the time of the request from an approved source.

 

 

1. What are your university's current policies/practices for removing student email accounts?

Newly admitted students (who are eligible for e-mail accounts), but who in the end do not attend, have their accounts expired
early in the term. Students who leave, but who do not graduate, retain e-mail eligibility for 1 semester.  Students who graduate
retain e-mail eligibility indefinitely.

2. Do the policies/practices differ for undergraduate students versus graduate students?

No.

3. Do the policies/practices differ for non-matriculated students?

Non-matriculated students (i.e. non-degree / continuing education students) are not eligible for an e-mail account.

4. Do you offer a forwarding service for alumni?

Not since we switched to Gmail, and discovered that an expired Google account does not forward.

Alumni  who graduated >= 2001 are automatically eligible for an e-mail account.  But our alumni office can authorize
any alum who graduated prior to to 2001, on a per-request basis. We also operate a legacy "alumni e-mail alias" service, with
aliases of the form f.last.N@alumni.nyu.edu - but this is not thriving now that all alumni are in fact eligible for a regular NYU e-mail
account.

5. What is the timing for these removals (e.g. once per year, every term, weekly)?

We expire accounts automatically (e.g. when the 1-term grace period ends)

6. Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?

We do expire accounts manually in case of a security event... but perhaps more often we scramble a person's password to
prevent their access (yet allow incoming e-mail to arrive, at least temporarily).  Since password reset and e-mail account
activation are self-service functions, we obviously have measures in place to place a "security hold" on a person, and not
allow them to perform such self-service functions.

Above I'm speaking entirely about e-mail account eligibility (i.e. eligible / ineligible ) and account status (i.e.. active / expired).  REMOVAL of an
account -- erasing the data -- is another matter, and something which we do NOT automate.

- Gary Chapman, NYU

 Hello,

Here is how the University at Albany handles student de-provisioning.

Thope this helps!

Sincerely,
Bry-Ann Yates

 

1.            What are your university’s current policies/practices for removing student email accounts?

·         Students are marked for removal when they have not had any active class registrations in one year.

·         An email is sent to those students who have been identified  as meeting the criteria for removal, and then given 30 days to get any data they may need from their mail account.

·         During this 30 day window they may respond if they believe the notification was sent in error.  We then review the incident and make any corrections that are needed.  If corrections are not needed then we explain why the account will be closed.

·         Some students miss this notification and then contact us because they need access to their email.  Based on need we allow access back into their account for a limited amount of time.  Typically, we give them a one week window to retrieve any needed data and then close their account.

 

 

2.            Do the policies/practices differ for undergraduate students versus graduate students?

·         Students pursuing Master’s degrees or Certificates are not required to be registered for every semester. In order to accommodate that situation, we established an Exception process that the students can follow in order to maintain their access and email. We notify the students when they haven’t been registered for two consecutive semesters that their accounts are about to be closed and tell them how to apply for an exception.

 

 

3.            Do the policies/practices differ for non-matriculated students?

·         If a student is non-matriculated and does not enroll in a class their account is closed down at the time of the next Student Account closure process.

·         If a student is non- matriculated and has enrolled in a class then the rules are the same as for those matriculated students.

 

4.            Do you offer a forwarding service for alumni?

·         No.  The University at Albany’s alumni service does offer forwarding, but that is on a different mail system, external to central IT.

·         Alumni are allowed to keep their account for one year + depending on when the student account closure process is run.

 

5.            What is the timing for these removals (e.g. once per year, every term, weekly)?

·         The Identity and Access Management team initiates the Student account closure process.  The timing varies, but it is normally done in October and March after the last day of Drop/Adds when the student will not receive a W on their transcript. 

6.            Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?

·         If a student account needs to be closed prematurely because of extenuating circumstances, access to the account is removed at the time of the request from an approved source.

 

 


1.            What are your university’s current policies/practices for removing student email accounts?

If a student does not register for two regular semesters in a row, she is emailed the opportunity to retain her account as an " 'Ohana" (literally, "family"; as in family member).  Failure to accept the 'Ohana role within 6 months results in email account termination.  We utilize a single Google domain for students, fac/staff, and ohana.  'Ohana is very inclusive by design.  

Email account names are never reassigned to another person and are reassigned to the original owner should she ever return to the University.

2.            Do the policies/practices differ for undergraduate students versus graduate students?  No

3.            Do the policies/practices differ for non-matriculated students? No

4.            Do you offer a forwarding service for alumni?  

Not application since 'Ohana includes alumni and provides for full email services.

5.            What is the timing for these removals (e.g. once per year, every term, weekly)?  

The life cycle for offering departing students 'Ohana affiliation is triggered once per regular semester, after the add/drop period.  See #1 for more details.

6.            Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?

Not really.  In the rare case that a student is 'bad' we reserve the right to terminate an account.  Preferably, the normal student disciplinary processes prevail.


Michael Hodges
University of Hawaii, ITS, IAM

On 12/28/2012 4:35 PM, Steve Charles wrote (and Keith forwarded): > We are currently working on a project to remove student email and > accounts after a student leaves the University. We’d love to do some > benchmarking of how your universities handle student deprovisioning. If > it would be easier, I’d be glad to call a contact at your university to > discuss the items below. > > 1. What are your university’s current policies/practices for > removing student email accounts? If a student graduates, they keep their email for as long as they continue to use it. If a student does not graduate, and fails to enroll for two semesters, their email account goes away. Their directory entry (and thus their ability to log in to certain services) stays for 5 years past their last registration. For students in Google Apps (pretty much everyone who is not in a health care related major or working for a health care department), they will eventually be moved into an alumni "sub-domain" (shows ads or whatever, but keeps the same email address @umn.edu as before). > 2. Do the policies/practices differ for undergraduate > students versus graduate students? No. > 3. Do the policies/practices differ for non-matriculated > students? About two weeks into the start of a term, we remove email accounts for users who were admitted for the term but never registered. Their directory entry stays for 5 years. > 4. Do you offer a forwarding service for alumni? Users can set forwarding in their directory entry; as long as the directory entry is active, the forwarding will work, even if they no longer have a university-provided email account. > 5. What is the timing for these removals (e.g. once per year, > every term, weekly)? Since the timeouts are based on terms, they happen on term intervals. > 6. Do you have a need to disable student email on a more > immediate basis (e.g. unfavorable withdrawal)? Yes; these situations are handled according to our standard information security incident procedures (i.e. it is handled manually). -- %% Christopher A. Bongaarts %% cab@umn.edu %% %% OIT - Identity Management %% http://umn.edu/~cab %% %% University of Minnesota %% +1 (612) 625-1809 %%
On 1/2/2013 2:48 PM, Gary Chapman wrote: > 4. Do you offer a forwarding service for alumni? > > Not since we switched to Gmail, and discovered that an expired Google > account does not forward. We also discovered that if you anticipate a student might reactivate an account later, it is more efficient to "suspend" the account rather than deleting it. We're doing this to mimic a feature of our old email system, where we archived a user's email for a few months in case they come back. -- %% Christopher A. Bongaarts %% cab@umn.edu %% %% OIT - Identity Management %% http://umn.edu/~cab %% %% University of Minnesota %% +1 (612) 625-1809 %%

1.            What are your university’s current policies/practices for removing student email accounts?

We stopped disabling student accounts 2 years ago. Prior to that we disabled student accounts approximately 6 months after the end of their last  term and then removed the accounts 6 months after that. So the ability for former students to login to USC email ended after 6 months but any forwarding from their USC account to a personal account continued to work for up to a year. The decision was made 2 years ago in order to allow students to keep their USC email address for life. We plan to migrate student email to Google which should reduce some of the costs of offering these services for life.

2.            Do the policies/practices differ for undergraduate students versus graduate students?

Anyone who is registered for a class or is certified for a term is considered a student and all are treated the same.

3.            Do the policies/practices differ for non-matriculated students?

No.

4.            Do you offer a forwarding service for alumni?

The alumni office has offered such a service for many years allowing students to register an @alumni.usc.edu address, however they feel that allowing students to continue to use their @usc.edu address would be more beneficial to the students.

5.            What is the timing for these removals (e.g. once per year, every term, weekly)?

6.            Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?

There is no formal process for doing so. If the University determines that someone should lose access immediately then this is addressed by Information Security and usually consists of changing their password so that they can no longer login to the USC email system.

Regards,

Brendan Bellina
IdM Manager, Information Technology Services
University of Southern California

 

1.            What are your university’s current policies/practices for removing student email accounts?


We stopped removing student email accounts when we moved students to GoogleApps.  I think the last time we removed accounts was in Spring 2007.  GoogleApps accounts

are also created for former students when they create or re-activate their authentication credentials.


2.            Do the policies/practices differ for undergraduate students versus graduate students?


No, anyone who registers for a class is given the eduPersonPrimaryAffiliation of "Student" and they keep that affiliation until the Registrar's office changes their student to a "non-active" state - typically after not enrolling for two consecutive semesters.

3.            Do the policies/practices differ for non-matriculated students?

No.

4.            Do you offer a forwarding service for alumni?

The alumni office has expressed interest a few years ago in setting up @alumni.usf.edu as a GoogleApps domain (it's currently an Exchange server for the alumni association staff).  However, when they've talked to the new grads, no one wanted to go through the hassle of changing their email address, so the idea was dropped.  I keep expecting it to come up again, but so far everyone is still happy with keeping their @mail.usf.edu address

5.            What is the timing for these removals (e.g. once per year, every term, weekly)?

6.            Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?

I'm working with our Student Judicial Services office to come up with standards and policies around disabling access for email and other digital resources, but right now it's done on a case-by-case basis.


We understand that there are always exceptions and will certainly build that into our process. Right now we’re trying to understand the routine processes.

 

Steve Charles

Identity Management Lead Architect

x58137

(585) 275-8137

 



-- 
Eric Pierce
Identity Management Architect
Information Technology
University of South Florida
(813) 974-8868 -- epierce@usf.edu

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?

No.

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?

No.

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.

1. What are your university's current policies/practices for removing student email accounts?

Newly admitted students (who are eligible for e-mail accounts), but who in the end do not attend, have their accounts expired
early in the term. Students who leave, but who do not graduate, retain e-mail eligibility for 1 semester.  Students who graduate
retain e-mail eligibility indefinitely.

2. Do the policies/practices differ for undergraduate students versus graduate students?

No.

3. Do the policies/practices differ for non-matriculated students?

Non-matriculated students (i.e. non-degree / continuing education students) are not eligible for an e-mail account.

4. Do you offer a forwarding service for alumni?

Not since we switched to Gmail, and discovered that an expired Google account does not forward.

Alumni  who graduated >= 2001 are automatically eligible for an e-mail account.  But our alumni office can authorize
any alum who graduated prior to to 2001, on a per-request basis. We also operate a legacy "alumni e-mail alias" service, with
aliases of the form f.last.N@alumni.nyu.edu - but this is not thriving now that all alumni are in fact eligible for a regular NYU e-mail
account.

5. What is the timing for these removals (e.g. once per year, every term, weekly)?

We expire accounts automatically (e.g. when the 1-term grace period ends)

6. Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?

We do expire accounts manually in case of a security event... but perhaps more often we scramble a person's password to
prevent their access (yet allow incoming e-mail to arrive, at least temporarily).  Since password reset and e-mail account
activation are self-service functions, we obviously have measures in place to place a "security hold" on a person, and not
allow them to perform such self-service functions.

Above I'm speaking entirely about e-mail account eligibility (i.e. eligible / ineligible ) and account status (i.e.. active / expired).  REMOVAL of an
account -- erasing the data -- is another matter, and something which we do NOT automate.

- Gary Chapman, NYU

1.            What are your university’s current policies/practices for removing student email accounts?

We stopped disabling student accounts 2 years ago. Prior to that we disabled student accounts approximately 6 months after the end of their last  term and then removed the accounts 6 months after that. So the ability for former students to login to USC email ended after 6 months but any forwarding from their USC account to a personal account continued to work for up to a year. The decision was made 2 years ago in order to allow students to keep their USC email address for life. We plan to migrate student email to Google which should reduce some of the costs of offering these services for life.

2.            Do the policies/practices differ for undergraduate students versus graduate students?

Anyone who is registered for a class or is certified for a term is considered a student and all are treated the same.

3.            Do the policies/practices differ for non-matriculated students?

No.

4.            Do you offer a forwarding service for alumni?

The alumni office has offered such a service for many years allowing students to register an @alumni.usc.edu address, however they feel that allowing students to continue to use their @usc.edu address would be more beneficial to the students.

5.            What is the timing for these removals (e.g. once per year, every term, weekly)?

6.            Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?

There is no formal process for doing so. If the University determines that someone should lose access immediately then this is addressed by Information Security and usually consists of changing their password so that they can no longer login to the USC email system.

Regards,

Brendan Bellina
IdM Manager, Information Technology Services
University of Southern California

 

1.            What are your university’s current policies/practices for removing student email accounts?


We stopped removing student email accounts when we moved students to GoogleApps.  I think the last time we removed accounts was in Spring 2007.  GoogleApps accounts

are also created for former students when they create or re-activate their authentication credentials.


2.            Do the policies/practices differ for undergraduate students versus graduate students?


No, anyone who registers for a class is given the eduPersonPrimaryAffiliation of "Student" and they keep that affiliation until the Registrar's office changes their student to a "non-active" state - typically after not enrolling for two consecutive semesters.

3.            Do the policies/practices differ for non-matriculated students?

No.

4.            Do you offer a forwarding service for alumni?

The alumni office has expressed interest a few years ago in setting up @alumni.usf.edu as a GoogleApps domain (it's currently an Exchange server for the alumni association staff).  However, when they've talked to the new grads, no one wanted to go through the hassle of changing their email address, so the idea was dropped.  I keep expecting it to come up again, but so far everyone is still happy with keeping their @mail.usf.edu address

5.            What is the timing for these removals (e.g. once per year, every term, weekly)?

6.            Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?

I'm working with our Student Judicial Services office to come up with standards and policies around disabling access for email and other digital resources, but right now it's done on a case-by-case basis.


We understand that there are always exceptions and will certainly build that into our process. Right now we’re trying to understand the routine processes.

 

Steve Charles

Identity Management Lead Architect

x58137

(585) 275-8137

 



-- 
Eric Pierce
Identity Management Architect
Information Technology
University of South Florida
(813) 974-8868 -- epierce@usf.edu

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?

No.

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?

No.

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.

1. What are your university's current policies/practices for removing student email accounts?

Newly admitted students (who are eligible for e-mail accounts), but who in the end do not attend, have their accounts expired
early in the term. Students who leave, but who do not graduate, retain e-mail eligibility for 1 semester.  Students who graduate
retain e-mail eligibility indefinitely.

2. Do the policies/practices differ for undergraduate students versus graduate students?

No.

3. Do the policies/practices differ for non-matriculated students?

Non-matriculated students (i.e. non-degree / continuing education students) are not eligible for an e-mail account.

4. Do you offer a forwarding service for alumni?

Not since we switched to Gmail, and discovered that an expired Google account does not forward.

Alumni  who graduated >= 2001 are automatically eligible for an e-mail account.  But our alumni office can authorize
any alum who graduated prior to to 2001, on a per-request basis. We also operate a legacy "alumni e-mail alias" service, with
aliases of the form f.last.N@alumni.nyu.edu - but this is not thriving now that all alumni are in fact eligible for a regular NYU e-mail
account.

5. What is the timing for these removals (e.g. once per year, every term, weekly)?

We expire accounts automatically (e.g. when the 1-term grace period ends)

6. Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?

We do expire accounts manually in case of a security event... but perhaps more often we scramble a person's password to
prevent their access (yet allow incoming e-mail to arrive, at least temporarily).  Since password reset and e-mail account
activation are self-service functions, we obviously have measures in place to place a "security hold" on a person, and not
allow them to perform such self-service functions.

Above I'm speaking entirely about e-mail account eligibility (i.e. eligible / ineligible ) and account status (i.e.. active / expired).  REMOVAL of an
account -- erasing the data -- is another matter, and something which we do NOT automate.

- Gary Chapman, NYU

 Hello,

Here is how the University at Albany handles student de-provisioning.

Thope this helps!

Sincerely,
Bry-Ann Yates

 

1.            What are your university’s current policies/practices for removing student email accounts?

·         Students are marked for removal when they have not had any active class registrations in one year.

·         An email is sent to those students who have been identified  as meeting the criteria for removal, and then given 30 days to get any data they may need from their mail account.

·         During this 30 day window they may respond if they believe the notification was sent in error.  We then review the incident and make any corrections that are needed.  If corrections are not needed then we explain why the account will be closed.

·         Some students miss this notification and then contact us because they need access to their email.  Based on need we allow access back into their account for a limited amount of time.  Typically, we give them a one week window to retrieve any needed data and then close their account.

 

 

2.            Do the policies/practices differ for undergraduate students versus graduate students?

·         Students pursuing Master’s degrees or Certificates are not required to be registered for every semester. In order to accommodate that situation, we established an Exception process that the students can follow in order to maintain their access and email. We notify the students when they haven’t been registered for two consecutive semesters that their accounts are about to be closed and tell them how to apply for an exception.

 

 

3.            Do the policies/practices differ for non-matriculated students?

·         If a student is non-matriculated and does not enroll in a class their account is closed down at the time of the next Student Account closure process.

·         If a student is non- matriculated and has enrolled in a class then the rules are the same as for those matriculated students.

 

4.            Do you offer a forwarding service for alumni?

·         No.  The University at Albany’s alumni service does offer forwarding, but that is on a different mail system, external to central IT.

·         Alumni are allowed to keep their account for one year + depending on when the student account closure process is run.

 

5.            What is the timing for these removals (e.g. once per year, every term, weekly)?

·         The Identity and Access Management team initiates the Student account closure process.  The timing varies, but it is normally done in October and March after the last day of Drop/Adds when the student will not receive a W on their transcript. 

6.            Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?

·         If a student account needs to be closed prematurely because of extenuating circumstances, access to the account is removed at the time of the request from an approved source.

 

 


1.            What are your university’s current policies/practices for removing student email accounts?

If a student does not register for two regular semesters in a row, she is emailed the opportunity to retain her account as an " 'Ohana" (literally, "family"; as in family member).  Failure to accept the 'Ohana role within 6 months results in email account termination.  We utilize a single Google domain for students, fac/staff, and ohana.  'Ohana is very inclusive by design.  

Email account names are never reassigned to another person and are reassigned to the original owner should she ever return to the University.

2.            Do the policies/practices differ for undergraduate students versus graduate students?  No

3.            Do the policies/practices differ for non-matriculated students? No

4.            Do you offer a forwarding service for alumni?  

Not application since 'Ohana includes alumni and provides for full email services.

5.            What is the timing for these removals (e.g. once per year, every term, weekly)?  

The life cycle for offering departing students 'Ohana affiliation is triggered once per regular semester, after the add/drop period.  See #1 for more details.

6.            Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?

Not really.  In the rare case that a student is 'bad' we reserve the right to terminate an account.  Preferably, the normal student disciplinary processes prevail.


Michael Hodges
University of Hawaii, ITS, IAM

Hello,


Portland State University (using Google Apps for Education since July 2011; currently provision accounts through a Sun IdM based implementation; embarking on a SailPoint Identity IQ implementation in 2013; refinements to account attributes, policy, and practice are under consideration.):

 

1. What are your university’s current policies/practices for removing student email accounts?


Grace Period: 180 days from end of last term of attendance; when the grace period ends the account is disabled; deleted 360 days after the last term of attendance.

Admitted students that do not register for a course will be disabled 180 days after their admit date, and deleted 360 days following their admit date.


2. Do the policies/practices differ for undergraduate students versus graduate students?


Not currently.

 

3. Do the policies/practices differ for non-matriculated students?


Not currently.


4. Do you offer a forwarding service for alumni?


Not currently, but under consideration.


5. What is the timing for these removals (e.g. once per year, every term, weekly)?


Currently, accounts eligible for deletion are processed quarterly.  This might become more frequent after new IdM implementation.


6.  Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?


Workflow processes are in place for account disables due to administrative or security situations.  The workflows include disabling the Google account/email.


-- 
MaryKay (MK) Moskal
Architecture and Integration Team Lead, OIT
Portland State University
On 12/28/2012 4:35 PM, Steve Charles wrote (and Keith forwarded): > We are currently working on a project to remove student email and > accounts after a student leaves the University. We’d love to do some > benchmarking of how your universities handle student deprovisioning. If > it would be easier, I’d be glad to call a contact at your university to > discuss the items below. > > 1. What are your university’s current policies/practices for > removing student email accounts? If a student graduates, they keep their email for as long as they continue to use it. If a student does not graduate, and fails to enroll for two semesters, their email account goes away. Their directory entry (and thus their ability to log in to certain services) stays for 5 years past their last registration. For students in Google Apps (pretty much everyone who is not in a health care related major or working for a health care department), they will eventually be moved into an alumni "sub-domain" (shows ads or whatever, but keeps the same email address @umn.edu as before). > 2. Do the policies/practices differ for undergraduate > students versus graduate students? No. > 3. Do the policies/practices differ for non-matriculated > students? About two weeks into the start of a term, we remove email accounts for users who were admitted for the term but never registered. Their directory entry stays for 5 years. > 4. Do you offer a forwarding service for alumni? Users can set forwarding in their directory entry; as long as the directory entry is active, the forwarding will work, even if they no longer have a university-provided email account. > 5. What is the timing for these removals (e.g. once per year, > every term, weekly)? Since the timeouts are based on terms, they happen on term intervals. > 6. Do you have a need to disable student email on a more > immediate basis (e.g. unfavorable withdrawal)? Yes; these situations are handled according to our standard information security incident procedures (i.e. it is handled manually). -- %% Christopher A. Bongaarts %% cab@umn.edu %% %% OIT - Identity Management %% http://umn.edu/~cab %% %% University of Minnesota %% +1 (612) 625-1809 %%
On 1/2/2013 2:48 PM, Gary Chapman wrote: > 4. Do you offer a forwarding service for alumni? > > Not since we switched to Gmail, and discovered that an expired Google > account does not forward. We also discovered that if you anticipate a student might reactivate an account later, it is more efficient to "suspend" the account rather than deleting it. We're doing this to mimic a feature of our old email system, where we archived a user's email for a few months in case they come back. -- %% Christopher A. Bongaarts %% cab@umn.edu %% %% OIT - Identity Management %% http://umn.edu/~cab %% %% University of Minnesota %% +1 (612) 625-1809 %%
Begin forwarded message:

From: Keith Hazelton <hazelton@wisc.edu>
Date: December 28, 2012 11:07:27 AM CST
Subject: Student Deprovisioning

Steve,

I am forwarding this question to the EDUCAUSE IdM list.  It has a broad member list.

       --Keith
___________________
From: "Charles, Steve" <Steve.Charles@UR.Rochester.edu>
To: "community@ciferproject.org" <community@ciferproject.org>
Cc: 
Date: Fri, 28 Dec 2012 15:50:30 +0000
Subject: Student Deprovisioning

We are currently working on a project to remove student email and accounts after a student leaves the University. We’d love to do some benchmarking of how your universities handle student deprovisioning. If it would be easier, I’d be glad to call a contact at your university to discuss the items below.

 

1.            What are your university’s current policies/practices for removing student email accounts?

2.            Do the policies/practices differ for undergraduate students versus graduate students?

3.            Do the policies/practices differ for non-matriculated students?

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)?

6.            Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?

We understand that there are always exceptions and will certainly build that into our process. Right now we’re trying to understand the routine processes.

 

Steve Charles

Identity Management Lead Architect

x58137

(585) 275-8137

 


1.            What are your university’s current policies/practices for removing student email accounts?

We stopped disabling student accounts 2 years ago. Prior to that we disabled student accounts approximately 6 months after the end of their last  term and then removed the accounts 6 months after that. So the ability for former students to login to USC email ended after 6 months but any forwarding from their USC account to a personal account continued to work for up to a year. The decision was made 2 years ago in order to allow students to keep their USC email address for life. We plan to migrate student email to Google which should reduce some of the costs of offering these services for life.

2.            Do the policies/practices differ for undergraduate students versus graduate students?

Anyone who is registered for a class or is certified for a term is considered a student and all are treated the same.

3.            Do the policies/practices differ for non-matriculated students?

No.

4.            Do you offer a forwarding service for alumni?

The alumni office has offered such a service for many years allowing students to register an @alumni.usc.edu address, however they feel that allowing students to continue to use their @usc.edu address would be more beneficial to the students.

5.            What is the timing for these removals (e.g. once per year, every term, weekly)?

6.            Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?

There is no formal process for doing so. If the University determines that someone should lose access immediately then this is addressed by Information Security and usually consists of changing their password so that they can no longer login to the USC email system.

Regards,

Brendan Bellina
IdM Manager, Information Technology Services
University of Southern California

 

1.            What are your university’s current policies/practices for removing student email accounts?


We stopped removing student email accounts when we moved students to GoogleApps.  I think the last time we removed accounts was in Spring 2007.  GoogleApps accounts

are also created for former students when they create or re-activate their authentication credentials.


2.            Do the policies/practices differ for undergraduate students versus graduate students?


No, anyone who registers for a class is given the eduPersonPrimaryAffiliation of "Student" and they keep that affiliation until the Registrar's office changes their student to a "non-active" state - typically after not enrolling for two consecutive semesters.

3.            Do the policies/practices differ for non-matriculated students?

No.

4.            Do you offer a forwarding service for alumni?

The alumni office has expressed interest a few years ago in setting up @alumni.usf.edu as a GoogleApps domain (it's currently an Exchange server for the alumni association staff).  However, when they've talked to the new grads, no one wanted to go through the hassle of changing their email address, so the idea was dropped.  I keep expecting it to come up again, but so far everyone is still happy with keeping their @mail.usf.edu address

5.            What is the timing for these removals (e.g. once per year, every term, weekly)?

6.            Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?

I'm working with our Student Judicial Services office to come up with standards and policies around disabling access for email and other digital resources, but right now it's done on a case-by-case basis.


We understand that there are always exceptions and will certainly build that into our process. Right now we’re trying to understand the routine processes.

 

Steve Charles

Identity Management Lead Architect

x58137

(585) 275-8137

 



-- 
Eric Pierce
Identity Management Architect
Information Technology
University of South Florida
(813) 974-8868 -- epierce@usf.edu

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?

No.

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?

No.

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.

1. What are your university's current policies/practices for removing student email accounts?

Newly admitted students (who are eligible for e-mail accounts), but who in the end do not attend, have their accounts expired
early in the term. Students who leave, but who do not graduate, retain e-mail eligibility for 1 semester.  Students who graduate
retain e-mail eligibility indefinitely.

2. Do the policies/practices differ for undergraduate students versus graduate students?

No.

3. Do the policies/practices differ for non-matriculated students?

Non-matriculated students (i.e. non-degree / continuing education students) are not eligible for an e-mail account.

4. Do you offer a forwarding service for alumni?

Not since we switched to Gmail, and discovered that an expired Google account does not forward.

Alumni  who graduated >= 2001 are automatically eligible for an e-mail account.  But our alumni office can authorize
any alum who graduated prior to to 2001, on a per-request basis. We also operate a legacy "alumni e-mail alias" service, with
aliases of the form f.last.N@alumni.nyu.edu - but this is not thriving now that all alumni are in fact eligible for a regular NYU e-mail
account.

5. What is the timing for these removals (e.g. once per year, every term, weekly)?

We expire accounts automatically (e.g. when the 1-term grace period ends)

6. Do you have a need to disable student email on a more immediate basis (e.g. unfavorable withdrawal)?

We do expire accounts manually in case of a security event... but perhaps more often we scramble a person's password to
prevent their access (yet allow incoming e-mail to arrive, at least temporarily).  Since password reset and e-mail account
activation are self-service functions, we obviously have measures in place to place a "security hold" on a person, and not
allow them to perform such self-service functions.

Above I'm speaking entirely about e-mail account eligibility (i.e. eligible / ineligible ) and account status (i.e.. active / expired).  REMOVAL of an
account -- erasing the data -- is another matter, and something which we do NOT automate.

- Gary Chapman, NYU

On 1/2/2013 2:48 PM, Gary Chapman wrote: > 4. Do you offer a forwarding service for alumni? > > Not since we switched to Gmail, and discovered that an expired Google > account does not forward. We also discovered that if you anticipate a student might reactivate an account later, it is more efficient to "suspend" the account rather than deleting it. We're doing this to mimic a feature of our old email system, where we archived a user's email for a few months in case they come back. -- %% Christopher A. Bongaarts %% cab@umn.edu %% %% OIT - Identity Management %% http://umn.edu/~cab %% %% University of Minnesota %% +1 (612) 625-1809 %%
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