Account Expirations


Network computing accounts are provided to individuals based on their affiliation with the University. The accounts can be described based on the broad categories of student, employee, and retiree. The details of how accounts are expired that belong to the various sub-categories of these three top level groupings are enumerated below.

Details / Instructions

Student Network Computing Accounts

The account expiration grace period for students begins when the Registrar marks the record as inactive in Banner. Computer accounts for Undergraduates and Law students automatically expire after seventy (70) days. Graduate and School of Professional and Continuing Studies students are set to expire after 105 days. Access to the Student Services Menu in BannerWeb will continue until 18 months after your last academic semester. 

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

Graduating Students

Students who have applied for graduation are treated as active students until their degree is either conferred or rejected. Students that are graduating will retain access to their email account for life, however, they will lose access to other network computing accounts, such as Blackboard and Box. 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 following year

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 Affiliate Accounts in the Service Catalog for further detail.

Employee Network Computing Accounts

Accounts for staff expire one day after termination of employment. Accounts for faculty expire sixty (60) days after termination of employment.  BannerWeb access will continue as long as you have an active network account.  However, functions within BannerWeb are dictated by your particular role(s):

  • Access to the Employee Menu in BannerWeb will continue until your last work day as determined by Human Resources.
  • Access to the Faculty Services Menu in BannerWeb will continue until removed by the Registrar's office.
  • Access to the Student Services Menu in BannerWeb will continue until 18 months after your last academic semester.

Accounts for terminated employees who will retain an active student status, will be transitioned as detailed below in the section on "Staff to Student Accounts."

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 access to their electronic files via the processes defined in the Data Security Policy

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. 

Staff to Student Accounts

Departing employees, who are also active students, will begin to receive account expiration notices up to six (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 employee's 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 employee's 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. 

Retiree Network Computing Accounts

To enhance security and compliance of University data, as well as treat all retirees in a consistent and equitable manner, faculty and staff receive the following computing benefits upon the completion of their post retirement date grace period (one day for staff and sixty (60) days for faculty). Note that employee access to BannerWeb ceases immediately upon retirement.

  • A new, empty Google email account for life using your existing "" email address
    • Includes 20GB file storage in Google Drive
  • Access to University of Richmond Library online resources

Access to all other University-provided computing systems (e.g. 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.  To avoid potential data compliance and security issues, email messages and files received during your tenure as a UR employee will not be copied to your new Google email account.

Retirees That Are Still Actively Employed

Retired faculty and staff are still considered “active” employees by Human Resources (and therefore maintain full network 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

Other Notices

Employee accounts may be set to expire at any time for cause at the request of the Human Resources Office.

Death of an Employee or Student

Accounts will be expired 180 days after the authoritative department (Human Resources for faculty and staff, Registrar for students) marks the person as deceased.

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Article ID: 92361
Fri 11/15/19 11:53 AM
Mon 2/12/24 5:33 PM

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