Account Closing Policy

The guidelines in this document will hopefully help departmental account holders to understand the process better and alleviate concerns about the loss of files and disabled access to their CS accounts.

Membership of the CS department is in a constant state of flux: new students, both graduate and undergraduate, arrive and leave. Undergraduate students move in and out of the department when majors change. Recent graduates return as research collaborators. As such, the Lab staff must maintain a constantly changing list of accounts. We try to strike a balance between ease of use for the account holders and the management and resource demands of maintaining the accounts.

It must be remembered that each account incurs resource costs, as well as security risks, and therefore accounts cannot simply be allowed to accumulate without bound.

Accounts are closed in batches, typically in the spring and fall of the year, as the Lab staff workload permits. Departmental members whose accounts have been scheduled to expire should take note of the process outlined below.

Prior to closing

  • CS student accounts will be automatically converted to guest accounts upon graduation. The account will remain active for approximately one year.
  • Users whose accounts are slated for closing should receive an automated e-mail reminding them of the status change of their account.
  • Users are strongly encouraged to consult the account closing checklist, to prepare for the closing of their account.
  • CS students can request account extensions beyond the initial year through CS faculty sponsorship.

After your guest account expires

  • After your guest account expires, access to the account will be disabled and the account will no longer receive e-mail. An automated responder will notify senders that the account has been disabled, and will provide a forwarding address, if one is on file.
  • Account are removed, twice yearly, in batches. Beyond that time it will be impossible to recover files from a deleted account.

We hope that this explanation will help to clear up any misconceptions about the account closing process in the CS department. If you have any questions please contact the Lab staff.