Owner: Chief Information Officer (CIO)
Author: Information Technologies Department, servicedesk@css.edu
Effective Date:
Revised:
Next Review Date:
Applicable laws, regulations, compliance:
I. Purpose
To protect The College of St. Scholastica’s information resources and reduce the risk of unauthorized access, the College is implementing this policy for managing alumni Gmail and Google Workspace accounts.
II. Scope:
This policy applies to all students enrolling or re-enrolling after previous stopout or withdrawal, and all alumni of The College of St. Scholastica who have been provided with Google Workspace and Gmail accounts.
III. Policy:
New Graduates (Post-Effective Date)
- Students graduating after the effective date of this policy will have access to their Gmail or Google Workspace data for one week post-graduation.
- After this one-week period, the associated accounts will be permanently suspended.
- It remains the responsibility of the graduate to retrieve any content from their Google Workspace or Gmail account before its suspension.
Previous Graduates (Pre-Effective Date)
- Alumni who graduated before the effective date of this policy will maintain access to their Gmail or Google Workspace data for one month after the original effective date.
- Following this month, their respective accounts will be permanently suspended.
- Alumni must ensure they retrieve any necessary content from their accounts before this suspension.
IV. Responsibilities:
Alumni
- To be aware of this policy and the dates when their accounts will be suspended.
- To back up or retrieve any required content from their accounts before the suspension date.
Alumni Engagement
- To notify all affected individuals of the upcoming change in account status.
- To ensure the implementation of this policy is consistent and timely.
- To provide guidance or resources for alumni on how to back up or retrieve their data.