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Account Expirations

Student Computer Accounts

Account expiration occurs when the Office of the Registrar marks their record as being inactive or they are no longer enrolled in University classes. Computer accounts for Undergraduates and Law students automatically expire 70 days (10 weeks) after the student's status becomes inactive. Graduate and School of Continuing Studies students are set to expire 105 days (15weeks) after their student status becomes inactive. After accounts expire, withdrawn students retain access to the BannerWeb application for a period of 12 months. 

Students may request account extensions, up to one additional semester, to complete current coursework. Any account extension requests need to be approved by the appropriate dean and an email sent from the dean to the Help Desk noting the approval. 

Graduating student employees may retain their accounts through the end of the summer, if they maintain their student employee status. Alumni who continue to work into the following Fall semester should contact Human Resources to have their status transitioned to staff. Please see the Affiliate, Volunteer, and Contractor Accounts information page for further details:

Graduating Students

Students who have applied for graduation are treated as active students—even if student status is inactive—until their degree is conferred or rejected. Student's that are graduating, will still retain access to their email accounts for life, however, they will lose access to other network accounts, such as Blackboard, Box and Webfiles. Conferred graduates' accounts are set to expire on the following dates:

  • May graduates: August 1 of the graduation year
  • August graduates: November 1 of the graduation year
  • December graduates: June 1 of the graduation year

Employee Computer Accounts

Computer accounts for staff will expire one day after termination of employment. Computer accounts for faculty will expire sixty (60) days after termination of employment. Computer accounts for terminated employees who have an active student status will expire according to the rules for student accounts (see above).

  • Employees who are separating from employment at the University, should go through the Separation Checklist.

Supervisors of Separated Employees

If you are a supervisor of a departing (non-retired) employee whose email messages or Box files are essential to conduct time-critical University business, you may request 30 days access to their electronic files via the processes defined in the policy on the Privacy of E-mail, Voice Mail and Electronic Files

When an employee's email account is terminated, future messages to their previous address are "bounced" via a rejection notice to the sender, therefore email forwarding is not supported. 

Retiree Accounts

New beginning May 2018

To enhance security and compliance of University data as well as treat all retirees in a consistent and equitable manner, the University is updating computing benefits enjoyed by retirees. We are pleased to announce that upon retirement, faculty and staff will receive the following computing benefits: 

  • A new Google email account for life using your existing email address
    • Includes unlimited file storage in Google Drive!
  • Access to University of Richmond Library online resources

Access to all other University provided computing systems (e.g. Banner, Blackboard, Box, Webfiles) will be disabled upon retirement. If you have personal content you wish to preserve, please do so prior to your retirement date.

Retirees That Are Still Actively Employed

Retired faculty and staff are still considered “active” employees by Human Resources (and therefore maintain full computing accounts) as long as one of the following are true:

  • You have an active job and are paid when you work (temporary/casual assignments, floaters, special project, etc.)
  • You are an adjunct faculty and are expected to continue to teach within the next 3 years

Staff to Student Accounts

Departing employees, who are also active students, will begin to receive account expiration notices up to 6 weeks prior to their scheduled last work date. These notices will serve to inform individuals of the upcoming transition from staff accounts to student accounts. The account transformation will happen automatically one day after the termination of employment. 

The account transformation will consist of the following automated actions: 

  • The employees' Exchange mailbox will be removed and replaced with an empty Google mailbox. All mail will be lost, but the email address will remain the same. 
  • The employees' Box account will be removed and replaced with an empty Box account. 

Departing employees who wish to prepare for their transition should plan to contact the Help Desk prior to their scheduled last work date for assistance, if they wish to preserve any student oriented files or emails. 

Other Notices

Accounts may be set to expire at any time for cause at the request of the Human Resources Office, the registrar, or the deans. If a student or employee regains active status before their accounts are terminated they will retain access to the accounts.

Death of an Employee or Student

As soon as the authoritative department (HR for faculty and staff, registrar for students) marks the person inactive or deceased, the accounts will be considered expired.

Help Desk

(804) 287-6400
Jepson Hall, Room G-19

Mon-Fri 8:30am - 7:30pm

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Saturday: 10am - 4pm
Sunday: 10am - 4pm

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