Version 1.5, Updated August 18, 2022

Purpose

The purpose of this policy is to document the stages and timing of account lifecycle management for Middlebury user accounts.

Scope

The scope includes all Middlebury user accounts. Stages and timings are specific to account types.

Types of Accounts Account Lifecycle Stages Types of Separations
Students Creation Voluntary
Faculty Activation Involuntary
Staff Deactivation  
  Deletion  

Policy

In order to support the continuity of Middlebury’s academic and administrative operations, ITS follows established guidelines for Middlebury user account lifecycle management. These guidelines have been developed by ITS in collaboration with Student Life, Academic Affairs, and Human Resources. These guidelines have been approved by Middlebury’s Information Advisory Committee (ISAC) and Middlebury’s Senior Leadership Group (SLG). 

This policy is intended to reflect current ITS practices for Middlebury user account management to help provide clear answers to common questions about account lifecycles, such as;

  • When does a new student/faculty/staff Middlebury user account get created?
  • How long does a graduating student retain access to their Middlebury account?
  • When does a departing employee’s Middlebury user account get deactivated?

Account Lifecycle Matrix

The table below reflects currently defined primary account types, in most cases and/or under normal circumstances. This policy will evolve as requirements for additional account types are defined.

Defined Account Types Account Lifecycle Stages Types of Separations
Students Creation Voluntary
Staff Activation Involuntary
Faculty (see below) Deactivation  
Retirees Deletion  
Emereti    

Application of ALP by Type of Account

Account Type Creation Activation Deactivation (Voluntary) Deactivation (Involuntary) Deletion
Students Upon inclusion in “active persons” file Self-Service
(account activation email sent after account creation)
1 year after removal from “active persons” file

(active grace period)

0 days after removal from “active persons” file

1 year after deactivation

(inactive retention period)

Staff Upon inclusion in “active persons” file Self-Service
(account activation email sent after account creation)
1 month after removal from “active persons” file

(active grace period)

0 days after removal from “active persons” file

1 year after deactivation

(inactive retention period)

Faculty Upon inclusion in “active persons” file Self-Service
(account activation email sent after account creation)
3 months after removal from “active persons” file (does not intend to return)

(active grace period)

0 days after removal from “active persons” file

3 years after deactivation

(inactive retention period)

Adjunct Faculty (LS, BL, WT, etc) Upon inclusion in “active persons” file Self-Service
(account activation email sent after account creation)
3 years after removal from “active persons” file

​​​​​​​(active grace period)

0 days after removal from “active persons” file

3 years after deactivation

(inactive retention period)

The table above reflects status changes for currently defined primary account types, in most cases and/or under normal circumstances. Faculty and staff may retain access to Middlebury email accounts for a limited time after voluntary separation to aid the transition of personal communications to a personal email account. (Refer to deactivation (voluntary) column above)

Faculty Emeriti and Retirees may retain lifetime access to their Middlebury email until it is no longer in active use. After clear confirmation of inactivity, the account will be disabled and the inactive retention period will be applied.

The inactive retention period is defined as the time period after deactivation that the account will be retained in an inactive state before it is removed from Middlebury’s systems.

This policy will evolve as requirements for additional account types are defined. Currently covered populations are described below.

  • Students currently includes: undergraduate and graduate student accounts, as well as high-school and audit student accounts 
  • Staff currently includes: all non-faculty employee accounts, including schools abroad staff accounts, as well as vendor and courtesy accounts 
  • Faculty currently includes: undergraduate and graduate faculty accounts
  • Adjunct Faculty currently includes: undergraduate and graduate adjunct faculty accounts, including language schools, bread loaf, winter term, etc.
  • Faculty Emeriti includes: all faculty emeriti
  • Retirees includes: all retirees

Please note that the “Active Persons” file is refreshed daily by the appropriate system of record.

Questions about Middlebury’s account lifecycle policy and related practices should be directed to infosec@middlebury.edu

Information Technology Services
Davis Family Library 202
Middlebury, VT 05753