Description

Do not change the default setting in the End Email/Google Apps Access field unless the department is reducing the time and/or the supervisor has a valid business need to increase the time. If the default settings are changed, indicate the business reason in the End Email/Google Apps Access Justification field.

Note: Employees with Emeritus status will continue to have access to their email and Google Apps.

The university is now ending email and Google Apps access (i.e., deprovisioning email accounts) for terminated employees. Previously, the university had implemented an "email for life" strategy, but this resulted in a number of unintended issues, including the following:

1. Former employees continued to conduct business on behalf of UNI while no longer employed by the university.
2. Unused mailboxes collected messages that where not being managed, including important university documents (e.g., contracts).
3. Private businesses associated with former UNI employees processed transactions using university accounts and in a few cases were found to be forwarding sensitive information.

When TRM and TRM-TEMP PAFs are created, the PAF Preparer will indicate when an ex-employee's email account and Google Apps (which includes Google Drive) will end. Do not change the default setting unless the department is reducing the time and/or the supervisor has a valid business need to increase the time. Note: Employees with Emeritus status will continue to have access to their email and Google Apps.

9.54 Acceptable Use of Information Technology Resources
Users are discouraged to use IT resources, including email and Google Apps for personal use. Therefore, after the employee is separated from UNI and the business relationship has ended, their email and Google Apps should be promptly deprovisioned.

9.59 University Data Classification
Reduce exposure to FERPA protected information, such as: student grades, lists of students in a major in a department, etc. In addition, access to email accounts and Google Apps files that have saved information containing Level II and Level III data needs to be deprovisioned as soon as possible.

Default Settings

• Institutional Officials, Academic Administrators and Faculty – 90 days after termination. NOTE: If the employee is an adjunct faculty and is rehired every other semester, change the number of days to 270 days.
• Merit, P&S, and Externals – One (1) day after termination.
• Emeritus – Will continue to have access to their email and Google Apps.

What Departments Can Do to Prevent Future Issues

1. Request a departmental email account. Departmental email accounts can be used when more than one person needs to have access to the information and the information needs to be retained after an employee(s) separates from the university. To request an account(s), access the Service Hub. For additional information, contact 273-5555.
2. Use a Google Team Drive, rather than individual Google Drives. To request Google Team Drive, access the Service Hub. For additional information, contact 273-5555.