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Account Closure, Eligibility & Information
This article explains account closures, transitions, and eligibility for account services.
IT Services does not determine your eligibility
Every day, IT Services collects records and data from across the campus to determine whose eligibility for service has ended, as well as who has newly arrived at the University and become eligible. IT Services acts on the decisions made across the institution; those decisions determine who has services and who does not. The closure process is designed to close the accounts of individuals who are no longer listed as eligible in the records and data we have. You must contact your department to correct your records if you believe you should retain your account.
Below, you'll find a graphical timeline, a more detailed written timeline, and information about what to do if you have problems. Note that certain categories of individuals, like alumni, may retain select services after their accounts go through this process. Information about these categories is included below.
For information about migrating your email and other things you may want to do during this process, see the Preparing for Account Transition or Closure document.
Closure - the Basics
Here's a basic chart showing the closure process, from day one to day 45. This process will stop immediately and any lost privileges will be restored if the individual returns to an eligible status.
For more detail, here's a written timeline:
- Day 1: Individual falls out of eligibility. IT Services notices and marks the account for closure. Note that students of the University generally receive a two-quarter grace period before their account enters our closure process. Note that recently graduated students will immediately lose remote access to the library's electronic resources once their student status updates on the first day of the new quarter.
- Day 3: First notice of impending closure is sent to the account holder. At this time, the account is formally on track for closure. In order to ensure that account holders become aware of their imminent loss of service, and not to rely solely on email notification, some services are closed early in the process. These may include: wireless and VPN access; University proxy service for off-campus access to licensed Library resources; and technical support through the Service Desk except for matters relating to this closure process. These services will close one week after the first notice. Account holders are also notified that their remaining account services, including: email storage; WebShare access; and all computing on IT Services computers (computing labs, computing classrooms, web kiosks, etc.) will close 42 days after the first notice.
- Day 9: IT Services will send a reminder notice of the first round of services closing.
- Day 10: The first group of services, as mentioned above, closes.
- Day 31: IT Services will send a reminder notice two weeks prior to the impending closure to all account holders.
- Day 38: IT Services will send a reminder notice one week prior to the impending closure to all account holders.
- Day 42: IT Services will send a reminder notice three days prior to the impending closure to all account holders.
- Day 44: IT Services will send a reminder notice one day prior to the impending closure to all account holders.
- Day 45: The second group of services, as mentioned above, is closed: email storage; WebShare access; and all computing on IT Services computers (computing labs, computing classrooms, web kiosks, etc.). Accounts and all data and files saved on University servers will be permanently and irreversibly purged from our systems. If an individual returns to active status at the University after this time, he or she will reclaim the same CNetID, but all files and email will have been removed.
See the IT Services Account Closure Policies and Procedures for the official policy details.
I'm still eligible. How do I stop the closure?
Please be aware that IT Services collects data from various entities on campus to determine who is and is not eligible for closure, then acts on that data. Your eligibility is not governed by IT Services.
If you believe you should not be in the closure process, but you continue to receive warnings, you should contact your department promptly to avoid the potential loss of any important files. Your department may then confirm your details with the proper office on campus. Only your department can initiate a correction of the records that show you as ineligible. Contacting IT Services about your closure will not cause your account to be reopened. IT Services does not grant temporary extensions to accounts in closure for any reason.
I've notified the proper individuals about my eligibility. Now what?
Once the proper steps have been taken and IT Services receives updated information about your eligibility, you will receive an email noting that your account transition process has been stopped. Upon receipt of that email, any services locked by the closure process will be restored and your account will once again be fully active. Be aware that offices move at different speeds. If you receive additional closure notifications, you should check with the proper individuals again.
Who keeps what?
All account holders maintain access to their CNetID and password, and with the exception of the groups noted below, the CNetID and password will not provide access to any services. The following groups retain select services:
University Alumni that have earned a degree from the University of Chicago
University of Chicago alumni retain access to the services listed below:
- Campus wireless network
- Email forwarding for firstname.lastname@example.org
- Online transcript access
- Course information in Chalk
Note: Alumni may not pay to retain proxy access, email accounts, and other services.
Booth School of Business Alumni
Closure of your CNet account by IT Services does not influence your Booth or Email4Life accounts. The Email4Life account system is not managed by University IT Services, but by a separate IT organization for Booth, and so different protocols for account management or closure may apply. Booth School of Business alumni retain a number of services through the school itself, including email forwarding for their Chicago Booth email addresses. If you are an alumnus or alumna of Booth, please see Booth's alumni resources page.
Former students will retain online transcript access.
Faculty and Staff
Staff, faculty, and other academic appointees retain access to authentication services using their CNetID and password. Select services, such as Chalk, require only authentication for access, so staff, faculty, and other academic appointees remain eligible for them. Additionally, faculty, staff, and other academic appointees retain access for any local services, such as a departmental database, that their organization provides to them. Faculty, staff, and other academic appointees will not retain access to centralized services such as email or University wireless access when they depart the University.
Faculty emeriti retain full access to services, including Chalk, VPN and Proxy Server for Library resources, when they retire.