Google Account End of Life Policies

Faculty & Staff

Faculty & Staff members who voluntarily leave or who are terminated:

The departing faculty or staff member and his or her work unit must transfer any shared documents and websites that pertain to current business processes using exit processing. This may include transferring ownership of all business related documents to a current faculty or staff member within his or her work unit. If the terminated faculty or staff member is re-hired within 90 days, the account may be reactivated with no data loss. After 91 days all data is unrecoverable.

Terminated faculty and staff may retain access to their email accounts up to three weeks after the termination date, depending on the nature of the termination.

Faculty & Staff Retirees

The departing staff member and his or her work unit must transfer any shared documents and websites that pertain to current business processes through exit processing. This may include transferring ownership of all business related documents to a current staff member within his or her unit. The retiree will retain lifetime access to the account.

Note: The account must be accessed at least once every three months through the Web Interface to keep the email account active.

Emeritus Faculty

These faculty members, though retired, have the option to return and instruct courses. These accounts will remain listed as active faculty in the directory, and the faculty person will retain lifetime access to the account.

Students

Student does not enroll, drops out after enrollment, or is no longer enrolled for any reason

Student Google Apps accounts remain active for two consecutive semesters after their last active enrollment. After this time, the account is suspended if the student does not register for classes. If an account has been suspended for 90 days, the account is deleted and the account is not recoverable.


Note: The account is suspended immediately if a student is administratively separated

Graduated Students

Graduated students may retain lifetime access to their Google Apps accounts.


Note: The account must be accessed at least once every three months through the Web Interface to keep the email account active.

Departmental

When a departmental account is no longer needed, please email help@umn.edu. They will open an incident with the OIT Accounts Office, who will then suspend the account. If the account is needed again within 90 days, it may be reactivated with no data loss. After 90 days, the account data is unrecoverable.

Sponsored

Sponsored User leaves the University or is terminated

The departing user and the unit who sponsored the account need to conduct an exit process to transfer any shared documents and websites that pertain to current business processes. This may include transferring ownership of shared documents to a faculty or staff member who will remain in the business unit. The account is then suspended. If the account needs to be reactivated within 90 days, all data is recoverable. Beyond 90 days the data is unrecoverable.

Sponsored accounts renewal

All sponsored accounts are only authorized for a short-term basis. This time period is established when the account is originally requested. The OIT Accounts Office will contact the original department sponsor for the account for confirmation whether the account should be renewed. If yes, no action is taken. if no, the account is suspended for 90 days then deleted. All questions for the OIT Accounts Office may be directed to help@umn.edu.

Alumni

Accounts which are inactive will be suspended after 90 days. As long as the account is accessed at least once every 90 days through the Web Interface, the account will remain active.

If the account remains suspended for 90 days, it is then deleted. All data associated with the account will be deleted and cannot be recovered. If the user contacts the Service Desk [help@umn.edu] after the account is deleted, the account can be recreated without any content.


Note: Accounts are only deleted after 90 days of inactivity + 90 days of suspension, or 180 days total. Within those 180 days the account is fully recoverable.