Re: do your former employees get to keep their email address?

[Tim Faircloth <Tim.Faircloth () GSW EDU>]

Here's the wording from our E-mail Policy (full policy at 
http://gsw.edu/Resources/FacultyandStaff/IIT/AbuseandPolicyDocuments/EmailPolicy):

An individual member of Georgia Southwestern State University community, faculty, staff, student, or an organization 
may be issued an email account. This email account will remain valid so long as the individual is currently employed or 
enrolled at Georgia Southwestern State University. Retired employees may request to have their email accounts remain 
active after they leave GSW.  Other employees that leave GSW may request to keep their accounts active for up to one 
year.  Student email accounts are suspended one year after the start date of the last semester the student attended GSW 
classes.

Basically:

-          Retired employees may request to keep their accounts indefinitely.

-          Other employees that leave may request to keep their accounts for a year.

-          Student accounts are disabled one year after they leave (no exceptions), and deleted after another year.

-          There is no provision in the E-mail Policy for forwards, but our standard practice is to only allow forwards 
on active accounts.

/tim
--
Tim Faircloth
System Administrator, GSW IIT
Phone: 229-931-5076

From: The EDUCAUSE Security Constituent Group Listserv [mailto:SECURITY () LISTSERV EDUCAUSE EDU] On Behalf Of Bob Bayn
Sent: Wednesday, August 21, 2013 10:36 AM
To: SECURITY () LISTSERV EDUCAUSE EDU
Subject: [SECURITY] do your former employees get to keep their email address?

This is only somewhat security related.   USU has just decided, by policy, to terminate an employee's email account and 
their email address at the end of employment.  There are two motivations for this new policy:
1) University email address is being used as the access token for personal use of software that has been licensed by 
USU to include that use.  We cannot extend that access to former employees under terms of the licensing agreement.
2) HR wants to be able to access and retain the business related communications that are directed to a former 
employee's address.

One category of protest to this decision is from people who want to maintain the professional connections they have 
made using their USU address.  That can't always be accomplished by sending out a change-of-address message to everyone 
in your addressbook.  Up to this point we HAVE been maintaining forwards from a former employee's old USU address to 
their current address elsewhere.

Has anyone else dealt with this transition in the extent of your email service?

Bob Bayn    SER 301    (435)797-2396       IT Security Team
Office of Information Technology,     Utah State University
     three common hazardous email scams to watch out for:
     1) unfamiliar transaction report from familiar business
     2) attachment with no explanation in message body
     3) "phishing" for your email password