UIndy Account Termination Policy

Responsible Office or Committee: Information Technology

Policy Statement

To protect University assets and to comply with federal and state regulation, Information Technology maintains account access throughout the enrollment, employment, or other relationship with an individual, and removes access when appropriate and necessary. This policy sets the standard for removal of accounts for UIndy constituents.

Access to accounts at the University of Indianapolis is a privilege, not an absolute right. Any access made available to any person pursuant to this policy is made available by the University of Indianapolis as a courtesy. Any access made available hereunder may be limited or terminated at any time at the University’s sole discretion. This policy is not intended, and should not be construed, to confer property or ownership rights of any kind to any person whatsoever in email accounts, contents, or systems, which may at any time be offered, maintained, or managed by the University of Indianapolis. The University is not responsible for any changes in licensing that may occur.

Faculty

Faculty who will no longer continue to be employed by the University of Indianapolis will have two (2) weeks after the date grades are due for the term in which their employment ends.  This grace period allows time for faculty to complete any outstanding tasks related to the course(s) they are teaching.

Any and all account transition processes associated with the departure of the faculty member should be completed prior to the last day of the term.

Employees whose employment is ending but will remain actively enrolled in classes will be required to continue their student work with a new UIndy account. 

If requested, Information Technology can provide assistance transferring data or ownership of data to alternate user(s) designated by the supervisor.  See Tech Guide for more information.

Staff

Staff no longer employed by the University will have their UIndy account terminated on the employee’s last official day at the University, unless other arrangements are made with Human Resources and Information Technology.  

Employees whose employment is ending but will remain actively enrolled in classes will be required to continue their student work with a new UIndy account. 

If requested, Information Technology can provide assistance transferring data or ownership of data to alternate user(s) designated by the supervisor.  See Tech Guide for more information.

Emeritus Faculty and Staff

Retiring Faculty or Staff who have been granted Emeritus status by the Board of Trustees of the University of Indianapolis will retain access to a UIndy Google Workspace account for life (or the mail platform’s successor).  

To ensure security of the University’s data and to comply with federal regulations, all historic data (e.g. Gmail and Drive contents) within the account will be archived for retention by the University, and a brand new UIndy Google account will be created for the Faculty or Staff Emeritus when they retire.

In order to retain access, emeritus faculty and staff must log in at least once every six months or the account may be terminated.

Accounts of deceased clients will be disabled when the University is notified of their death.  

Requests for exceptions should be submitted to Human Resources.

Students

Students are granted access to UIndy systems, including but not limited to Google Workspace, MyUIndy, and Brightspace, for one (1) year after the last date of enrollment.  

Access can only be restored upon re-enrollment. 

Definitions

UIndy Account – A centralized electronic account assigned to a person allowing access to Google Workspace (e.g. Gmail, Calendar, Drive), Banner, learning management systems, My UIndy, library resources, computers, networks, and all other systems and applications operated or maintained by the University of Indianapolis.

Policy History

V1.0 - 11/02/2018

V1.1 - 04/01/2024 - Updated to reflect 1 year grace period for students and change Emeriti account creation