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About This Policy

Effective Date: April 1, 2017
Last Updated: February 23, 2018
Responsible University Office: Office of Information Technology
Responsible University Administrator: Chief Information Officer

Policy Contact:

Brian T. Huntley, CISSP
Director of Network Services and Information Security


All Clarkson University units and employees.

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Reason for Policy

Vital to protecting the integrity of the Clarkson Network is the timely termination of account access for users who leave the university.  This policy will clarify the distinctions in account termination based on the manner in which the user departs from the University

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Policy Statement

Accounts are reviewed on an ongoing basis and set deactivation dates based on student status.  Faculty and Staff deactivation  are dependent on coordination with the Human Resources department.  Deviations from this policy will require approval of the CIO.

Accounts not associated with members of the University

Accounts that were created for an pending member of the University community who never committed to joining the University will be deactivated one year after the account was created. This includes accounts created for students who applied to the University that never matriculated, as well as persons who were hired as faculty or staff, but withdrew from the process.


Faculty who amicably leave the University will be extended access to e-mail accounts for a period of 90 days after the last day of their last semester of employment or the last official date of employment, whichever is later.  All access to other account types will be terminated immediately upon the last official date of employment.


Staff who leave the university will have all account access terminated immediately upon their last official date of employment.  Staff who leave amicably may make arrangements for personal data and e-mail to be copied to removable media prior to their departure date.

Privileged Access Accounts

Any individual who has an account with any sort of privileged access to systems will have that account terminated immediately upon their last official date of employment.


Graduating students will be given access to their e-mail account for one year after their graduation date.  All other account access will be terminated on their graduation date.  Students who leave the University for academic reasons, or who are not enrolled at the end of the add-drop period will remain active for six months. Students who are asked to leave the University for administrative reasons will have their accounts deactivated on their last day of student status.

All Users

All users will be notified via their Clarkson email 90, 60, 30, 10 and 1 days prior to their account deactivation, except in the case of a user who is forcefully separated from the University.

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February 2018

December 2010

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