Student Email Account Deletion Policy

Policy Purpose

This policy defines the deletion of email accounts for students that are no longer current. The deletion of former student email accounts is due to the following:
1. Active email accounts of former students can expose the University to potential security and liability issues.
2. Many software vendors base the cost of their applications on the number of students listed in Active Directory, whether active or not. Software based on a lower user count is less expensive.
3. Managing tens of thousands of inactive student email accounts is not feasible.
4. The practice of deleting student email accounts after a certain period of time is considered a best practice by most Universities in the United States. 

Policy Statement

It shall be the policy of the University of Arkansas-Fort Smith to delete email accounts for students who have not been enrolled for two major semesters (Fall and Spring).

Applicability

This policy applies to all University students. 

Definitions

Active Directory – A Microsoft database that is a repository of all accounts.
Student email accounts – University email for all students listed in the University’s Active Directory database. 

Policy Procedure

1. A student email account will be flagged for deletion, if the student has not been enrolled for 2 consecutive major semesters (Fall or Spring). For example: If a student finished Spring 2023 and didn’t enroll for Fall 2023 or Spring 2024 their account will be flagged for deletion. If the student enrolls for Spring 2024 prior to the beginning of the term, they will be removed from the deletion list.
2. Before the student email accounts are deleted, IT will send out warning emails a minimum of 2 weeks before the email account deletion occurs.

Enforcement

The IT department is in charge of the email account deletions, which occurs each major semester (Fall and Spring) 

Policy Management

This policy is managed by the IT department. The IT Director and appointed IT personnel are the primary administrators of this policy. The responsible executive is the VCFA.

Exclusions

None Applicable

Effective and Approved Date

This policy was approved and subsequently adopted by Dr. Georgia Hale, UAFS Provost, on 4/27/2015.

Last Updated

Not Applicable