For many years, the University has allowed alumni and former students to keep their University email account indefinitely. As our services and threat landscape have evolved, we have taken a fresh look at the long-term cost and security implications of maintaining accounts that are no longer tied to active enrollment or employment. As a result, we are updating and formalizing our account lifecycle policy so it is clearer, more consistent, and easier to manage, while continuing to support the groups who need ongoing access.

What’s changing

Beginning July 1, 2026, University accounts (including University email) will be removed after a student has not attended for one academic year. This change helps reduce security risk from inactive accounts and ensures we can continue investing in services that directly support current students, faculty, and staff.

For alumni accounts that are currently active and will be affected by this change, we will provide at least six months’ notice via email before any account is removed. This notification period is designed to give alumni time to update contact information with employers, financial institutions, professional associations, and other services that may still rely on your University email address.

In addition, while we have previously allowed departing employees (without emeritus status) to retain access to their University email for 90 days, that will be changing under this policy. Going forward, email access will no longer be provided to former employees who do not have emeritus status.

What’s not changing

For emeritus faculty and staff, access will continue as it does today: emeritus accounts will retain full University accounts, including email, OneDrive, and Office desktop applications.

To help keep our environment secure and up to date, emeritus accounts must be actively used. “Actively used” means the account has been used within the last year. Accounts that have not been used within the last year may be removed.

What you should do now

• If you are an alum: start transitioning important logins and contacts away from your University email address so you are not caught off guard when you receive your notification.
• If you are a departing employee (non-emeritus): update any personal accounts that use your University email and plan for email access to end when your employment ends.
• Save what you need: download or move any personal files or messages you want to keep to a personal storage location.
• If you are emeritus: continue using your account to meet the active use requirement.

FAQ

Does this apply to current students?
Current students are not affected. The removal timeline begins only after a student has not attended for an academic year.

What happens when an account is removed?
When an account is removed, access to University services tied to that account (such as email and other associated services) will no longer be available. Please use the notification period to transition any critical logins and save any information you wish to keep.

I’m a former employee, will I still be able to access pay stubs and tax forms?
Yes. Access to University self-service resources (such as pay stub and tax form access) will be retained for former employees for at least 18 months after they leave the University.

I’m emeritus, what counts as active use?
Active use means the account has been used within the last year. Regular use of email, OneDrive, or Office services will keep the account active.

What if I return to the University after my account is removed?
You will be assigned a new account, just like a new student or employee.