Student Account Retention PolicyTechnology Services

Gustavus Graduate Account Retention

Students who were enrolled in the College during the most recent academic year, are conferred a degree from Gustavus, and are considered to be in good standing, may be able to retain access to their Gustavus email accounts for a grace period of 90 days following graduation.

Extensions

Extensions may be granted under certain circumstances at the discretion of the Chief Technology Officer. Such scenarios may result from ongoing research and scholarship that is directly tied to the College, or instances stemming from emergency/medical issues or other hardship. In the absence of a compelling and documented need, extensions for periods longer than 90 days will not be considered. To request an extension, please complete the form at https://gustavus.edu/accountextension/alumni/.

Account data archiving

All data contained within, or associated with, an individual user account will be archived for a period of one year. Full access to the account is available for 90 days plus the extension period if one has been granted. After 90 days, account access is removed, data is archived, and the account is officially closed (emails to the address will bounce back). After 1 year, any archived data is permanently deleted.

1. 90 days post-graduation
   1. Account access removed
   2. Account data archived
   3. Account closed

1. 1 year post-graduation
   1. Account data deleted

Exceptions

Withdrawal or other separation prior to graduation

Students who withdraw from the College or are otherwise separated prior to degree conferral will retain account access for three years following their last known date of attendance. If the grace period expires, or the account ceases to conform to security requirements, account access will be removed and the account will be officially closed (emails to the address will bounce back). Data associated with a suspended account will be archived for one year prior to deletion. If a student returns prior to the expiration of this grace period their account status is reset (and access restored, if necessary).

1. 3 years post-withdrawal/hiatus
   1. Account access removed
   2. Account data archived
   3. Account closed

1. 4 years post-withdrawal/hiatus
   1. Account data deleted

Unenrolled admitted students

Applicants who are admitted to the College, but do not enroll, will retain full access to their account for a period of 90 days following their designated start term. Access is removed after this grace period and the account is officially closed (emails to the address will bounce back). All associated data is archived for three years prior to deletion. If an admitted student returns prior to the expiration of this grace period their account status is reset (and access restored, if necessary).

1. 90 days post start term without enrollment
   1. Account access removed
   2. Account data archived
   3. Account closed

1. 3 years post start term without enrollment
   1. Account data deleted