Account Closure, Eligibility & Information

This article explains account closures, transitions, and eligibility for account services.

Alert: OIT does not determine your eligibility.

Every day, OIT collects records and data from across the campus to determine whose eligibility for service has ended, as well as who has newly arrived at the university and become eligible. OIT acts on the decisions made across the institution; those decisions determine who has services and who does not. The closure process is designed to close the accounts of individuals who are no longer listed as eligible in the university records.

Alert: You must contact Human Resources, for Faculty/Staff/Emeritus/Retirees, or the Registrar, for Students/Alumni, or your account sponsor, for Visitors/Guests, to correct your records if you believe you should retain your account.

Below, you will find a graphical account closure timeline, a detailed written account closure timeline, and information about what to do if you have problems. Note that certain categories of individuals, like students, may retain select services after their accounts are closed. Information about these categories is also included below.

The Basics of Rice Account Closure

The account closure process depends on the role you have at the university.  Below are the work flows and explanations based on each role.

Students


The process of account closure for students begins at degree conferral, not graduation.  From the date of a student's degree conferral, a six month grace period begins in which the student retains access to all Rice resources as if they were still an active student. Once the six month grace period concludes, the student's role changes to that of an inactive student.  During this time as an inactive student some Rice resources will no longer function, for example access to the VPN.  The student will stay in the inactive student state until part way through the annual deletion cycle, which occurs once a year from December through February.  The Annual Deletion Cycle begins with a six week notification period.  During the notification period 3 emails will be sent to the student notifying them of the pending account closure with instructions on how to request a waiver of closure and the exact date of "Deletion Day".  Waivers are handled on a case by case basis when they come in and may be processed during or after the notification period. When "Deletion Day" arrives the student's Google account password will be scrambled to prevent access to email and Google services.  Four weeks after "Deletion Day", the process of actually deleting accounts and data begins. At this point, no new waivers will be accepted.  The Annual Deletion Cycle completes when all accounts scheduled for deletion have been purged.

 Full Account Access
  •  Full Access to all Student accessible resources at the university.
 Reduced Account Access
  •  Loss of access to all resources and services that require an Active status, this includes VPN.
  • Access to the network wired and wireless, AD, Linux, and Google still permitted
 Limited Account Access
  •  Loss of access to all deleted accounts and associated services, including network wired and wireless, AD, Linux, Box and Google
  • Access to some SSO enabled web sites still permitted

Faculty


The process of account closure for faculty begins at their employee termination date.  Each evening termination notices are processed and any faculty terminating on that day will immediately change to an inactive faculty member.   During this time as an inactive faculty some Rice resources will no longer function, for example access to the VPN.  The faculty member will stay in the inactive faculty state until part way through the annual deletion cycle, which occurs once a year from December through February.  The Annual Deletion Cycle begins with a six week notification period.  During the notification period 3 emails will be sent to the faculty member notifying them of the pending account closure with instructions on how to request a waiver of closure and the exact date of "Deletion Day".  Waivers are handled on a case by case basis when they come in and may be processed during or after the notification period. When "Deletion Day" arrives the faculty member's NetID  password will be scrambled to prevent access to all Rice services.  Four weeks after "Deletion Day", the process of actually deleting accounts and data begins. At this point, no new waivers will be accepted.  The Annual Deletion Cycle completes when all accounts scheduled for deletion have been purged.

 Full Account Access
  • Full Access to all Faculty accessible resources at the university.
 Reduced Account Access
  • Loss of access to all resources and services that require an Active status, this includes VPN.
  • Access to the network wired and wireless, email, AD, Linux, Box and Google still permitted.
 No Account Access
  • Loss of access to all deleted accounts and associated services, including network wired and wireless, AD, Linux, Box and Google.
  • Loss of access to SSO as the individual's NetID password has been scrambled.

Staff


The process of account closure for staff begins at their employee termination date.   Each evening termination notices are processed and any staff terminating on that day will immediately change to an inactive staff member. The staff member's NetID password is scrambled at this point thereby preventing any further access to university resources. The staff member will stay in the inactive staff state all the way through the annual deletion cycle, which occurs once a year from December through February.  The Annual Deletion Cycle begins with a six week notification period.  Notifications are not sent to staff members since their access all university resources have already been terminated. Four weeks after "Deletion Day", the process of actually deleting accounts and data begins. The Annual Deletion Cycle completes when all accounts scheduled for deletion have been deleted.

 Full Account Access
  • Full Access to all Staff accessible resources at the university.
 No Account Access
  • Loss of access to all accounts and associated services, including network wired and wireless, AD, Linux, Box and Google.
  • Loss of access to SSO as the individual's NetID password has been scrambled

Emeritus


The process of account closure for emeritus begins at their employee termination date.  Each evening termination notices are processed and any emeritus terminating on that day will immediately change to an inactive emeritus. During this time as an inactive emeritus some university resources will no longer function, though a specific exception has been made for VPN access and it will continue to function. The emeritus will stay in this reduced account access state until part way through the annual deletion cycle, which occurs once a year from December through February.  The Annual Deletion Cycle begins with a six week notification period.  During the notification period 3 emails will be sent to the emeritus notifying them of the pending account closure with instructions on how to request a waiver of closure and the exact date of "Deletion Day".  Waivers are handled on a case by case basis when the come in and may be processed during or after the notification period. When "Deletion Day" arrives the emeritus' Google account password will be scrambled to prevent access to Google services.  Four weeks after "Deletion Day", the process of actually deleting accounts and data begins. At this point, no new waivers will be accepted.  The Annual Deletion Cycle completes when all accounts scheduled for deletion have been deleted.

 Full Account Access
  •  Full Access to all Emeritus (Faculty) accessible resources at the university.
 Reduced Account Access
  •  Loss of access to all resources and services that require an Active status, this does not include VPN.
  • Access to the network wired and wireless, VPN, AD, Linux, and Google still permitted
 Limited Account Access
  •  Loss of access to all deleted accounts and associated services, including network wired and wireless, AD, Linux, Google
  • Access to some SSO enabled web sites permitted
  • Access to email permitted
  • Access to VPN permitted

Retiree


The process of account closure for retirees begins at their employee termination date.  During this time as a retiree some university resources will no longer function, including VPN. The retiree will stay in this reduced account access state until part way through the annual deletion cycle, which occurs once a year from December through February.   The Annual Deletion Cycle begins with a six week notification period.  During the notification period 3 emails will be sent to the retiree notifying them of the pending account closure with instructions on how to request a waiver of closure and the exact date of "Deletion Day".  Waivers are handled on a case by case basis when the come in and may be processed during or after the notification period. When "Deletion Day" arrives the retiree's Google account password will be scrambled to prevent access to Google services.  Four weeks after "Deletion Day", the process of actually deleting accounts and data begins. At this point, no new waivers will be accepted.  The Annual Deletion Cycle completes when all accounts scheduled for deletion have been deleted.

 Full Account Access
  •  Full Access to all Staff accessible resources at the university.
 Reduced Account Access
  •  Loss of access to all resources and services that require an Active status, this includes VPN.
  • Access to the network wired and wireless, AD, Linux, Box and Google still permitted
 Limited Account Access
  •  Loss of access to all deleted accounts and associated services, including network wired and wireless, AD, Linux, Google
  • Access to some SSO enabled web sites permitted
  • Access to email permitted

Visitor/Guest


The process of account closure for visitor's and guests begins at their sponsor defined termination date.   Each evening termination notices are processed and any visitors or guests terminating on that day will immediately change to an inactive visitor or guest. The visitor or guest's NetID password is scrambled at this point thereby preventing any further access to university resources. The visitor or guest will stay in the inactive state all the way through the annual deletion cycle, which occurs once a year from December through February.  The Annual Deletion Cycle begins with a six week notification period.  Notifications are not sent to visitors or guests since their access all university resources have already been terminated. Four weeks after "Deletion Day", the process of actually deleting accounts and data begins. The Annual Deletion Cycle completes when all accounts scheduled for deletion have been deleted.

 Full Account Access
  •  Full Access to all Visitor/Guest accessible resources as defined by the sponsor at the university.
 No Account Access
  • Loss of access to all accounts and associated services, including network wired and wireless, VPN, AD, Linux, and Google.
  • Loss of access to SSO as the individual's NetID password has been scrambled

User alert: During the Annual Deletion Cycle, accounts and all data and files saved on university servers will be permanently and irreversibly purged from our systems. If an individual returns to active status at the university after this time, he or she will reclaim the same NetID, but all files and email will have been removed.





Keywords:netid account termination closure deletion eiligbility   Doc ID:75866
Owner:Dean L.Group:Rice University
Created:2017-08-18 21:07 CSTUpdated:2017-09-07 07:43 CST
Sites:Rice University
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