University of Windsor Data Services Retention and Termination

This document describes services that are available to you as a part of the University of Windsor community, either as a member of faculty or staff, or as a student.

Services are started upon acceptance, course enrollment or the start of an employment contract. During the period when you have an active relationship with the University, your account is active.  In some cases, like retirement, you must renew the account to keep it active.

Service termination usually involves a multi-step process that involves a grace period, a “deactive” period, and a “pending delete” period.

  • During the grace period, you can continue to use the resources as if they are active.This is typically used to allow students to access resources during a summer semester, and preserve data between years of study.
  • During the deactive period, you are not able to access the systems, i.e. unable to log on.Data and password are still stored on the system, and the account can be automatically reactivated by IT Services if your status becomes active again, or for special circumstances.
  • During the pending delete period, the account has been flagged for final deletion.This is the last chance to restore data before it is permanently removed. In cases of multiple services the timer are concurrent.

The periods are measured in days.

Student Access

UWin Account for Students, includes access to UWin Wireless, Eduroam, mySuccess, Blackboard, Lynda.com, Library Electronic Journals and other systems via Shibboleth single sign-on.

Students are also provided with access to UWinGmail (Google Mail and Apps) and Office 365 for messaging and collaboration.  These systems have separate pending delete periods.

Students also have access to the student information system for access to course registrations, grades and transcripts. Access is through the student number and PIN, and this access never expires.

Student Type

Renewal
Interval

Grace
Period

Deactive
Period

Pdng Del
UWin Account

Pdng Del
Office 365
[1]

Pdng Del
UWinGmail

Undergrad/Graduate

 

277

291

305

730

Google

Medical

 

1473

1480

1825

730

Google

ELIP

135

120

134

148

730

Google

CEPE, AQP, non-traditional

 

150

180

240

730

Google

Once a student has graduated and becomes an alumnus, their UWinGmail account remains active for as long as Google is willing to provide the service. Access to other systems is disabled after the grace period, except for the student information system.

Faculty

UWin Account for Faculty, includes access to UWin Wireless, Eduroam, myUWInfo, Uwinsite Financial, Blackboard, Lynda.com, Library Electronic Journals and other systems via Shibboleth single sign-on.

Faculty and staff are also provided with access to Office 365 for email (Outlook) and OneDrive, SharePoint, etc. for messaging and collaboration.  These systems have separate pending delete periods.

Faculty also have access to the student information system and this access will expire with their UWin Account.

Faculty Type

Renewal
Interval

Grace
Period

Deactive
Period

Pdng Del
UWin Account

Pdng Del
0365 Email

Pdng Del
Office 365

Full time or contract

 

1

60

74

30

730

Sessional

 

395

410

425

30

730

Post-Doctoral Fellow

 

1

60

74

30

730

Adjunct

365

1

14

60

30

730

Pending

60

90

100

120

30

730

Resigned (Generally)

 

60

60

74

30

730

Retired

365

305

365

425

30

730

Once a faculty member has retired, their type changes and they must renew their account to keep it active. 

If a faculty member is terminated, they are immediately placed in the pending delete period, where they are no longer able to log on.

If a faculty member resigns in good standing, they are placed in a grace period and can renew their account to stay active.

If we are notified that a faculty member has deceased, they continue as active for 30 days.

Staff

UWin Account for Staff, includes access to UWin Wireless, Eduroam, myUWInfo, Uwinsite Financial, Blackboard, Lynda.com, Library Electronic Journals and other systems via Shibboleth single sign-on.

Staff members  are also provided with access to Office 365 for email (Outlook) and OneDrive, SharePoint, etc. for messaging and collaboration.  These systems have separate pending delete periods.

Staff members who have access to the student information system, will have access that expires as with their UWin Account.

Staff Type

Renewal
Interval

Grace
Period

Deactive
Period

Pdng Del
UWin Account

Pdng Del
0365 Email

Pdng Del
Office 365

Full or Part Time

 

1

30

60

30

730

Contract

 

1

30

60

30

730

Non-University Personnel (temp)

 

1

14

60

30

730

External Co-op

135

0 [2]

14

14

30

730

Pending

60

90

100

120

30

730

Resigned

365

1

14

60

30

730

Retired

365

305

365

425

30

730

Once a staff member has retired, their type changes and they must renew their account to keep it active. 

If a staff member is terminated, they are immediately placed in the pending delete period, where they are no longer able to log on.

If a staff member resigns in good standing, they are placed in a grace period and they can renew to keep their account active.

If we are notified that a staff member has deceased, they continue as active for 30 days.

Special Affiliations

User Type

Renewal
Interval

Grace
Period

Deactive
Period

Pdng Del
UWin Account

Pdng Del
0365 Email

Pdng Del
Office 365

Board of Governors

365

0

14

14

30

730

Visitor < 60 days

60

120

140

365

30

730

Visitor > 60 days

240

120

140

365

30

730

On-campus business

 

0

14

60

30

730

Club Account

365

0[2]

0

14

30

730

Guest Account

 

0[2]

0

14

30

730

Personal Data Storage

Office 365 and UWinGMail provide storage space that is designated for personal work such as OneDrive and Google Docs. These documents are created with an owner (the original creator) and can be shared with and edited by other users. 

The shared documents will appear in the workspaces of the non-owner users, but in a “shared with you” folder.

When the owner account is deactivated and deleted, the files will be removed from the system, even if they are shared with and have been edited by other users.

Group Data Storage

Office 365 provides a feature where documents can be stored in group areas such as SharePoint groups, shared mailboxes, or Teams.  When documents are stored in these areas, they belong to the group and not the individual. When a user is deactivated or deleted, these documents remain with the group, but access to the group documents by the affected individual is denied.

Documents stored in group areas are not deleted when users are removed. The documents must be manually deleted by a group member.  When a group is deleted, its contents are deleted as well, and we have 90 days in which that data can be recovered.

Role-Based Data

In some cases, for continuity of office we create mailboxes that persist between incumbents. For example, student society president. When a transition occurs, the password is reset but the existing documents are preserved for the successor. The display name of the official will change, but the email address will remain the same, e.g. officer@uwindsor.ca

In this case, we only have a 14 day period where we can recover deleted messages.  It is the expectation that the official will not delete messages in the interim period since no mechanisms are in place to prevent such actions.

Notes

[1] Note: If the student has chosen to enable and use their Office 365 mailbox (Outlook), the messages will be in the pending delete state for 30 days, while their OneDrive documents are pending deletion for 2 years.

[2] This type of account is created with a fixed deactivation date. There is no grace period, but an email notification is sent before account expiry date.

Details

Article ID: 55937
Created
Thu 6/14/18 4:43 PM
Modified
Tue 7/17/18 3:30 PM

Files (1)

pdf

DataServicesTermination.pdf

6/15/2018 10:18:38 AM