Table of Contents
When you leave The College of St. Scholastica—whether by graduating or choosing not to enroll in an upcoming semester—your access to the College’s technology systems and services will change.
Graduating Students: What to Expect
Post-Graduation Access
Upon graduation, you will retain access to some technology services for a limited time:
- Google Workspace (Gmail, Drive, Calendar): Accessible for up to 365 days after your graduation or the end of your last registered semester.
- Microsoft Office 365 and all other services: Will be deactivated when your degree has been conferred by the Registrar or after three consecutive academic terms of inactivity.
Before You Leave: Required Steps
- Log in to your CSS Google account before graduation.
- Download Personal Data from your CSS Google My Drive and/or Gmail
- Your Google account will be deactivated 365 days after your graduation. All emails, documents in Google My Drive, and contacts will be deleted and unrecoverable. Take steps now to ensure you do not lose any important information.
- Recent graduates are given access to Google Takeout. From here, you can download Drive and Gmail content.
- Student Workers - Transfer College-Related Employee Files
- Move project files, reports, and documentation to your supervisor's or the appropriate department's folders.
- Ensure all institutional materials are stored in the correct departmental drives. Work with your supervisor to determine the proper storage location.
- Export any assignments from Brightspace that you have submitted and want for future use.
Please complete these steps before your final day as a student to avoid losing access to important information.
Here are important links you may need:
Students Choosing Not to Re-Enroll: What to Expect
Students choosing not to re-enroll in classes at CSS will have their accounts suspended after three consecutive terms of inactivity.
Email Access
Upon inactive student status, your @css.edu email account will be deactivated. You will also lose access to CSS systems such as Brightspace and Microsoft Office 365.
Other Systems
- my.CSS
- Brightspace
- Banner
- Google Workspace (Email, Drive, Chat, etc.)
- Library Account
- Microsoft Office 365
- Duo
If you are choosing not to re-enroll or to suspend taking classes at the College in which you have not achieved a conferred degree, your CSS account will be suspended. Once the account is suspended, content such as emails or My Drive documents cannot be retrieved. Plan to export your content before unenrolling.
Current Employee, Graduating Student: What to Expect
As a current employee who is a graduating student, you will retain your CSS account. Upon employment separation, please see the “Separating Employee, College Alumni: What to Expect” section.
Separating Employee, College Alumni: What to Expect
Upon separation from the College, Human Resources will terminate your employment status in the HRIS. On your last working date, your CSS account will be suspended. You will not be given access to your employee account. Plan to transfer your personal files to your own storage (e.g., a personal Google account) before your last working day.
Your steps before your last working day:
- Work with your supervisor to complete the HR offboarding checklist(s).
- Completing the correct forms will notify the relevant staff of your separation.
- Forward content of ongoing operational value from individually assigned College accounts to a Shared Drive.
- Move project files, reports, and documentation to your supervisor's or the appropriate department's folders. Transfer files from devices and online accounts to a departmental Google Shared Drive.
- Ensure all institutional materials are stored in the correct departmental drives. Work with your supervisor to determine the proper storage location.
- Remove or transfer personal information to non-College resources.
Employees must initiate the data transfer process at least one week before their separation date to ensure sufficient time for IT to assist if needed. All transfers must be completed by the end of the business day of the employee's final working date.
When transferring sensitive or confidential information, employees must first encrypt content using College-provided encryption tools.
Separating Employee, Active College Student: What to Expect
Upon separation from the College, Human Resources will terminate your employment status in the HRIS. On your last working date, your CSS account will be suspended. You will not be given access to your employee account. Move personal files to your own storage (e.g., a personal Google account).
A new student account will be created for you during your time at the College as a student. The next available username will be granted to you, following the naming guidelines of your employee account. For example, jsmith may now become jsmith1.
Your steps before your last working day:
- Work with your supervisor to complete the HR offboarding checklist(s).
- Completing the correct forms will notify the relevant staff of your separation. This ensures that a new student account will be created for you promptly.
- Forward content of ongoing operational value from individually assigned College accounts to a Shared Drive.
- Move project files, reports, and documentation to your supervisor's or the appropriate department's folders. Transfer files from devices and online accounts to a departmental Google Shared Drive.
- Ensure all institutional materials are stored in the correct departmental drives. Work with your supervisor to determine the proper storage location.
- Remove or transfer personal information to non-College resources.
Employees must initiate the data transfer process at least one week before their separation date to ensure sufficient time for IT to assist if needed. All transfers must be completed by the end of the business day of the employee's final working date.
When transferring sensitive or confidential information, employees must first encrypt content using College-provided encryption tools.
College Emeriti
Please review the College’s Emeriti Access Policy for complete details regarding access.