IT Resource Access Termination Procedures

As directed in the Data Access policy (UM1337), access to University data and Information Technology systems is limited to those individuals with whom the University has an active affiliation. For the purposes of the following access termination procedures, active affiliation is defined as an individual currently holding one or more of the following roles: student, faculty, emeritus faculty, staff, vendor, or sponsored guest. Access to University data and IT systems will be revoked upon termination of an individual's active affiliation, as reported through the University's official Separation and Clearance procedures, according to the schedules below.

Examples of University data and IT systems that will be revoked upon termination include Banner, umMail email and collaboration services, umDrive file sharing, eCourseware (D2L) learning management system, umWiki, ITNAS file shares, desktop computers and ITS computer labs. For a complete list of IT systems, please refer to the ITS Service Catalog.  For services offered by the University's Alumni Association for University Alumni and Retirees, please refer to the UMAA Services & Benefits page.

The University, at its discretion, may purge user data upon termination from University IT resources (e.g., email, umDrive, ITNAS file shares, and desktop computers). Individuals should not store personal information on any University IT resource with the expectation that the information will be retained after termination. The University is not responsible for loss of any personal data stored on University resources.

Unless otherwise noted, all former students and employees, regardless of reason for separation/termination, are allowed to maintain electronic access to personal information and services that the University maintains as a part of employment or student records. This access will be limited to: historical W-2s and payroll information, change of address requests, unofficial transcripts and fee payment systems.


Employee Voluntary Separations

For all employees voluntarily separating from the University, either through resignation or retirement, access to University data and IT systems will be revoked according to the schedule below.  This schedule applies to all full and part-time faculty and staff, regardless of the reason for voluntary separation. 

Role Access Termination Schedule
Staff Following the last date of employment
Full-Time Faculty Following the last date of employment
Part-Time Faculty 120 days following last date of employment


It is the responsibility of the employee to save any personal electronic files or data stored on University systems prior to the separation date.  Access to personal electronic files or data will not be provided after the last date of employment unless the individual has a valid active affiliation.


Employee Involuntary Separations

For all employees involuntarily separating from the University, access to University data and IT systems will be revoked before or immediately following the employee's exit meeting.  


Student Separations

For all students voluntarily separating from the University, either through graduation or lapse in enrollment, access to University data and IT systems will be revoked one year after the last term the student was enrolled. It is the responsibility of the student to save any personal electronic files or data stored on University systems prior to the access termination date. Access to personal electronic files or data will not be provided after the one year expiration unless the individual re-enrolls or has a valid active affiliation.  


Emeritus Faculty

Faculty members having been granted official Emeritus status by the University President can retain access to University IT resources and systems, as referenced in the examples above, after their official retirement date.  Access will be retained or granted automatically once the Emeritus status has been entered into Banner.  Faculty members who retire without receiving official Emeritus status will not be eligible to retain access past their separation date.