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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?
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.
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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.
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