When will my email (or other) Mines computing access expire and be removed?

SOLUTION
When will my email access expire or be removed? What about my other Mines computing access like MultiPass and ADIT?

Mines reserves the right to terminate email and other computing access (among them MultiPass and ADIT) as soon as any student or employee separates from the institution. In theory, that could be the same day the individual officially leaves Mines, so plan accordingly. 

In practice, a student's access typically expires near the beginning of the semester after they leave Mines. If you graduate from Mines in May or August, your access will typically be removed in September or early October. If you leave in December, your access will be terminated in late January or February. Access for students expected to enroll the next semester will be maintained and available for use during semester and other breaks. If you will not be registered for one or more semesters and do not have an official leave of absence indicated in your record the Registrar or Grad Office will need to add a placeholder to your student record in order for your access to remain open. You will receive a notice, sent to your Mines email address, when your access is scheduled to be removed.

Students participating in study-abroad programs, internships, and other programs that cause their enrollment records to appear inactive may be notified that their email access is scheduled to be removed. If you receive this notification in these circumstances, please (1) contact the appropriate office (e.g., study-abroad office, Registrar or Grad office) to request a placeholder be added to your student record, and (2) submit a Mines Help Center Email Request prior to the deadline in the notification to insure that your service is not interrupted.

Faculty and staff access will usually be removed based on information received from Human Resources. Arrangements to maintain employee accounts will be based on the specific circumstances, as well as guidance from the appropriate vice president and the Office of Legal Affairs.

NOTES 
What you should expect once your access is terminated?

  • Any email sent to your @mymail.mines.edu or @mines.edu addresses will bounce. If you have Alumni forwarding then your @mines.edu email may be redirected to the Alumni mailbox but delivery is not guaranteed.
  • All data in your MyMail, Office 365, and other ITS-managed computing services will be deleted. It is your responsibility to backup your own data. We do not backup your data. Once it is gone, it's gone and not recoverable.
  • All documents you have shared out to people will be deleted. This means all shared documents people are accessing will no longer be available! (Instructions for transferring ownership are included in removal notices.)
  • Trailhead access will still be available and is not terminated at the same time other Mines computing access is terminated. Trailhead access generally extends to two years after you leave.
  • Even if you expect to return at some point in the future don't expect that your old data will be available. It will not be available nor can it be restored.

What should you do before your access is terminated?

  • Backup all data that is important. Export or copy your email messages, export your calendar data, export your contacts, download Google Drive documents to a local hard drive. Sharing documents out to another account will not work since these documents will be deleted. Do this for your G-Suite (MyMail) data and your Office 365 data.
  • Any external logins or recovery information using your Mines or MyMail addresses should be updated to another, non-Mines email address. Once your account is terminated you will no longer be able to access anything sent to your mines.edu or mymail.mines.edu email addresses. If you have set your @mines.edu or @mymail.mines.edu email address as your recovery address for non-Mines services, once your Mines access is terminated, it will no longer work.
  • For everything you've done and need, double check and verify twice.

 

Details

Article ID: 70159
Created
Mon 1/14/19 4:43 PM
Modified
Fri 10/11/19 3:23 PM