Account Maintenance Policy

Every member of the faculty and staff and every registered student is authorized with an account and password to give them access to UW-Green Bay network resources. This account is used for e-mail, D2L, SIS, and logging into campus workstations. The workstation logon process gives users access to appropriate network resources including their individual and shared network drives and network printers. Every individual on campus has their own secure network volume (share) on the server that is used for file storage.

Faculty and staff usernames consist of up to the first seven characters of their last name and the first character of their first name. For example, the staff account for William Johnson is johnsonw.

Student usernames consist of the first four characters of their last name, their first and middle name initials, and the two-digit day of the month that they were born. For example, Mary Kay Jones’s birthday is May 4th, so her username is jonemk04. (Note: There are occasional exceptions to this syntax.)

Faculty & Staff Account Removal Procedures

• When faculty or staff leave the University (i.e. they no longer have a University appointment or are actively affiliated with the University), their accounts will be maintained for 120 days. Accounts will only be disabled sooner at the request of a department or campus administrator. In addition, the department administrator may request that another individual be given access to the exiting employee’s file share and/or email.
  

• Faculty and staff will be notified of this policy and provided assistance for burning files to a CD or archiving email before leaving. The account owner is responsible for saving copies of files or emails that they wish to take with them. The department administrator may also request that files be moved or burned to a CD for their future reference in conducting the business of the department. Once the account is deleted, email will be lost. Backups of files in network volumes (individual or department shares) are maintained for one year.

• Every month, CIT will delete all accounts and individual shares for persons who have been gone at least 120 days. An email notification will be sent to the account and the supervisor at least two weeks prior to deletion.
  

• Accounts for Ad Hoc faculty will be deleted if they are not employed at the University for successive semesters. They will be recreated if the Ad Hoc instructor is hired to teach again. However, files will not be restored from previous semesters unless requested. Backups of files are maintained for one year.

• Special accounts for individuals affiliated with the University but not on payroll will be deleted on demand.

• Any account or distribution list that has not been used for one year will be eligible for deletion. A reasonable effort will be made to contact the account or list owner.

• Course shares: Each year User Support will review course shares that were requested by faculty who have left the University. We will notify the department before deleting the share. If requested, we'll make a CD backup of the share and provide it to the department.

Student Account Removal Procedures

• Student network/email accounts are maintained for one year after their final semester. (Nursing and Extended Degree students retain their accounts for two years.) Student account purges occur twice each year on May 31 and December 31. 

• Two weeks before their account removal is scheduled, students receive a warning message that their account will be removed.  If the student needs to continue using their account to complete course related activities, they must have a faculty or staff member email the help desk to explain the reason for the account extension and the period of time that the account will be needed.  

• Before accounts are deleted, all files in the account are backed up and can be restored within one year if necessary.  Email files are not backed up and cannot be restored if a student requests that their account be reinstated.