Approver(s):
Authorizes Release:
Responsible Area:
Review Cycle:
Last Review:
Related Policies and Additional References:
None
This policy outlines the criteria for the creation, deletion and retention of university issued email accounts and network services account access. St. Mary’s University provided email accounts through Microsoft Office 365 include email, calendaring, SharePoint, OneDrive etc. using the account naming convention of username@stmarytx.edu for employees, username@mail.stmarytx.edu for students and username@alum.stmarytx.edu for alumni. Network services provide access to Gateway, Canvas, wireless and wired network, network drives and other services requiring your St. Mary’s login credentials.
The St. Mary’s email is used for university communications. The account credentials allow access to the network systems supporting university employees and students in performing functions necessary for work and academic pursuits. Email and network services access is not an infinite resource and must be managed and maintained in a manner that achieves a balance between required access, mitigation of risk and allocation of staff and other resources. The following charts explain when accounts are created and deleted and highlight retention requirements.
| Community group | Account and services access enabled |
|---|---|
| Students | New student accounts are created within one week of acceptance to the University. |
| Faculty, staff and contingent faculty | New faculty and staff accounts are created as the Office of Information Services is notified by Human Resources of their start date. Whenever practicable, the account credentials will be available in advance of their arrival. Credential information is provided by the Technical Support Center. |
| Category | Reason for separation | Email and network services retention period |
|---|---|---|
| Students | Graduation | Network services: 6 months. Email account: lifetime; removed if inactive for 6 months.* |
| Students | Non-matriculation (new students) | Network services and email account: deleted on the 12th day of the subsequent semester. |
| Students | Disciplinary | Network services and email account: none. |
| Alumni | Graduation | Network services: none. Email account: 3 months with permission of department head. |
| Current faculty and staff | Voluntary | Network services: none. Email account: 3 months with permission of department head. |
| Current faculty and staff | Termination | Network services and email account: none. |
| Contingent faculty | Returning | Network services: disabled; enabled upon return. Email account: disabled; enabled upon return; deleted after 9 months of inactivity. |
| Contingent faculty | Non-returning | Network services and email: none. |
| Faculty – Non-Emerita/Emeritus; staff < 25 years | Retirement | Network services: none. Email account: lifetime; removed if inactive for 6 months.* |
| Faculty – Emerita/Emeritus; staff 25+ years | Retirement | Network services: lifetime; removed if inactive for 6 months.* Email account: lifetime; removed if inactive for 6 months.* |
| *Inactive email accounts will be disabled after 180 days without an active login by the account owner (an account is not considered active if it is only used to forward email to another account). An email notification will be sent and the account owner will have 30 days to access the account at which point the account will be deactivated. The account will be fully removed from the system 90 days later and the contents will be unrecoverable. | ||
| Category | Gateway Portal Access | Library Privileges | Athletic Facilities Access | Requirements |
|---|---|---|---|---|
| Aramark | No | No | No | Parking Permit |
| Alumni – previous employee | Alumni Access Only | No | No | |
| Barnes and Noble | No | No | No | Parking Permit |
| Marianist (religious) | No | Yes | Yes | ID Card, Email |
| Marianist (staff) | No | No | No | Parking Permit |
| Volunteer Staff | No | Yes | Yes | ID Card, Email |
| Volunteer Faculty | No | Yes | Yes | ID Card, Email |
| Temp Agency Employee | Per department pending job duties | No | No | Parking Permit. IT per department requirements. |
| Military Science, ROTC | Approval of Work Study timesheets only | Yes | Yes | ID Card, Email, Parking Permit |
| Volunteers | No | No | No | ID Card, Parking Permit |
| Law Scholars / Visiting Student | Per department needs | Yes | Yes | ID Card, Email |
| Retiree | No | Yes | Yes | ID Card, Email, Parking Permit |
| Law School: Sr. Professors (Retired with part-time pay) | Yes | Yes | Yes | ID Card, Email, Parking Permit |
| Law School: St. Professors or Emeritus (Retired, but volunteering – unpaid) | No | Yes | Yes | ID Card, Email, Parking Permit |
| Library Services Off-campus access to databases is not permitted to non-employees and non-students. | ||||
To take advantage of lifetime account benefits, please email the Technical Support Center at tsc@stmarytx.edu.