Purpose:

This policy governs the access rights of student accounts after the completion of coursework, graduation, or non-enrollment at the University. The purpose is to clarify the University’s policy on account access, including the use of Microsoft Office 365, following the end of a student’s last class or term.

Scope:

This policy applies to all students who have completed coursework, graduated, or otherwise ceased enrollment at the University. It specifically addresses the continued access to university systems and services, with a focus on Microsoft Office 365.

Policy Details:

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Account Access Duration:
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• Student accounts will remain active for a period of 365 days following the end of the student’s last class or the term in which they were last enrolled.
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• After the 365-day period, all access to student accounts, including email and other university systems, will be terminated.

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Microsoft Office 365 Access During the 365-Day Period:

• During the 365 days after the student’s last class, access to Microsoft Office 365 will be limited to the web version of Microsoft Office applications (e.g., Word, Excel, PowerPoint, Outlook).
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  • The desktop and mobile applications of Microsoft Office 365 (such as Microsoft Word, Excel, PowerPoint, Outlook, etc.) will no longer be accessible during this period.
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  • Students will retain the ability to use Office 365 through the web browser interface, which allows access to basic functions and document creation/editing. For a list of what the difference is between using Office 365 on the web and using it on a computer, please see Microsoft’s guide.
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Deactivation of Account:

• After the 365-day period from the last class or term, the student’s account will be flagged for deactivation.
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  • A notification will be sent to the student’s university email address 60 days prior to the scheduled account deactivation, reminding the student of the upcoming change and encouraging them to back up important files.
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  • After the 365-day period, all access to university systems, including email, OneDrive storage, and other services, will be revoked permanently.
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Data Retention and Transfer:

• Students are strongly encouraged to back up or transfer any important files, emails, or documents stored within university systems or Microsoft Office 365 before the end of the 365-day period. The backup or transfer of files must be performed by the account holder.

  • How do I export my data from my St. John's Office 365 accounts?
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  • The University will not be responsible for the loss of data once account access has been terminated.
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  • Any files stored in OneDrive or other university-provided cloud services will no longer be accessible after the deactivation of the account, unless transferred or saved by the student beforehand.
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Access to Academic Records:

• After the deactivation of the student’s account, the student will still retain access to their official academic records, transcripts, and other university services via Parchment or through the University’s Registrar's Office.
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  • Office of Registrar: https://www.stjohns.edu/academics/office-registrar
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  • Request e-Transcripts: How do students request a copy of e-Transcripts
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  • Students will not lose access to their academic records, but they will no longer have access to their student accounts for ongoing university-related tasks.

Responsibilities:

• Students: Students are responsible for backing up their data and ensuring they have transferred any necessary documents, emails, or files from university systems and Microsoft Office 365 within the 365-day period. They are also encouraged to review any notifications regarding account deactivation.
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• University IT Services: IT is responsible for managing the deactivation process, including notifying students about upcoming changes to their account access. IT will also provide guidance on how to back up data and retain access to essential university services.
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• University Registrar’s Office: The Registrar’s Office will facilitate access to academic records and transcripts for students whose accounts have been deactivated.

Compliance:

This policy adheres to all applicable data privacy laws, including the Family Educational Rights and Privacy Act (FERPA), and is consistent with the University’s internal data security and retention policies.

Policy Review:

This policy will be reviewed periodically by the University’s IT Services and Registrar's Office to ensure it remains in alignment with best practices and applicable regulations, and is subject to change.

Contact Information:

For more information or if you have any questions, please contact:
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St. John’s University Information Technology
Support Portal: https://ithelp.stjohns.edu
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St. John’s University Registrar's Office
Email: [email protected]