Topics Map > University of Chicago > IT Services > Accounts, Identity, & Security

Account Closure Policies and Procedures FAQs

This article explains answers to frequently asked questions regarding account closures and transitions.

Students

Faculty

Staff


Students

Account Extensions and Closure Exemptions

  • How can I get an extension or an exemption from account closure?
    Exemptions and extensions must come from the Registrar's Office. Students who wish to maintain their account services must have an "active" affiliation. Your Dean of Students' Office can assist you in determining which status is both appropriate for your situation and will provide eligibility for the services that you require.

Please note: Granting exemptions is extremely rare and the account closure process is automated. If you have received account closure notices, you should expect your account to close at the specified time and date unless you have heard otherwise EVEN IF YOU HAVE FILED AN APPEAL.

Account Eligibility and Current Status Questions

  • I'm on a Leave of Absence – am I eligible for account services?
    Yes, students on official LOA status are eligible for up to four quarters of eligibility after their last quarter of active enrollment.
  • I have a Category 2 restriction on my account. Will that affect my eligibility for account services?
    After six months of Category 2 restriction, students are officially withdrawn from the University and the account closure process begins immediately. To reactivate your account follow these steps:
    1. Clear your restriction.
    2. Appeal to your Dean of Students' Office to be readmitted to the University.
    3. Once readmitted, notify the Registrar's Office of your change in status and request that your record reflect your active status.*

* Some departments' Dean of Students' office will contact the Registrar's office for you. Please check with your department to be sure.

  • I'm on disciplinary leave; may I keep my account services?
    No, students who hold the status "Barred" may not maintain account services. Please remember all your files will be deleted when your account closes. You must remove any files you wish to keep before the closure date.
  • Once I return from disciplinary leave how do I regain my account services?
    Your department will authorize the change in your status to "active" and you will become eligible to reclaim account services.

Account Closure Questions

  • May I maintain email forwarding once my account closes?
    Only alumni of the University may maintain email forwarding once they have left the University.
  • How do I know whether I am eligible to receive "alumni" or "former student" services after my account closes?
    In order to receive Alumni services (email forwarding, access to the wireless network when on campus, course information in Chalk, and online transcript access), you must have received a degree from the University. All students who completed a credit-bearing class are considered "former students" and are eligible for online transcript access. Both former students and alumni keep their CNetIDs and passwords in order to access the services for which they are eligible.
  • What services do alumni keep even after account closure?
  • University of Chicago alumni retain access to the services listed below:

    1. Campus wireless network
    2. Email forwarding for cnetid@uchicago.edu
    3. Online transcript access
    4. Course information in Chalk

    Note: Alumni may not pay to retain proxy access, email accounts, and other services.

Appeals Questions

  • I'm an unregistered student trying to finish my coursework. How can I maintain my account privileges?
    Students must maintain "active" status in order to be eligible for account services.There are many "active" student statuses designed to meet various student needs. Please contact your department to see which status is both appropriate for your situation and will provide eligibility for the services that you require.

Faculty

Account Extensions and Closure Exemptions

  • I really need my account services—how can I get an extension or an exemption from account closure?
    Exemptions and extensions must come from the Provost's Office. Faculty may appeal closures by asking their Dean to approve and request concurrence of the Chief Information Technology Officer.

Please note: Granting exemptions is extremely rare and the account closure process is automated. If you have received account closure notices, you should expect your account to close at the specified time and date unless you have heard otherwise EVEN IF YOU HAVE FILED AN APPEAL.

Account Eligibility and Current Status Questions

  • I'm a lecturer who has a contract that is renewed quarterly. If I am not rehired next quarter but plan to return the following quarter, will I lose my account privileges?
    You will get a 30 day grace period after your appointment ends, followed by the 45 day schedule for the account closure. You may check with your department to see if bridging services (the Trusted Agent Program) are appropriate for you. Once the account closure schedule begins, you will receive several notifications alerting you to the date of your account closure.
  • I'm a lecturer who works two or three quarters a year. Will I stay "active" in the system and eligible for account services all year?
    Your contract will provide the end date for your appointment. Your department should also be able to provide that information to you. You will remain active in the system through the end of your appointment. Contact your department to see if you are eligible for bridging services (the Trusted Agent Program).
  • When I graduated, I took a position as an assistant to a faculty member. My work is being paid through a private grant rather than through the University. How can I maintain my account services?
    Unless you are employed directly by the University, you are not eligible for account services. However, your department may request services for you through the Trusted Agent program.
  • I'm an academic, do I get a grace period after my appointment ends?
    Yes. The Provost's Office automatically applies a 30 day grace period for all academic appointments (faculty and Other Academic Appointees). Your account closure will begin once the grace period is over.
  • I'm moving to emeritus status. Will I still keep my account privileges?
    Yes, emeritus retain all central account privileges they had as active faculty, but they are encouraged to forward their email to an outside service provide such as Gmail.

Account Closure Questions

  • May I maintain email forwarding once my account closes?
    Academics will all lose email forwarding once their account services close.
  • I neglected to remove all my files before my account closed. Is there a way for me to get back those files?
    No, once your account closure completes, your account and all files will be deleted irrevocably.
  • I misunderstood the notice and have neglected to remove all my files before my account closed. Is there a way for me to get back those files?
    No, once your account has closed, your account and all files are destroyed. IT Services cannot retrieve them.
  • My account was closed, now I've been rehired. Is there any way to retrieve my old files?
    No, after your account is closed, all files are destroyed. You may claim new account services and will get the same CNetID that you had previously, but all files will be gone.
  • What if I miss your notification of account closure; will you give me extra time to move my files?
    No, if you missed the notifications of account closure and your account closes, all files are destroyed.
  • May I opt to keep my wireless access active until the second closure (42 days after my first notification)?
    No. Wireless access closes for everyone one week after receiving the first notice of account closures (Day 10 after dropping out of "active" status).

Staff

Account Extensions and Closures

While full extensions are not possible, check with your department to see if you are eligible for certain services via the Trusted Agent Program (TAG).
Note that granting extension services is extremely rare and the account closure process is automated. If you have received account closure notices, you should expect your account to close at the specified time. Please note the date due to close unless you have heard otherwise.

Account Eligibility and Current Status Questions

  • I'm a staff member on Long Term Disability. May I keep my account services?
    Long Term Disability (LTD) is not an eligible status for maintaining account services. You may reestablish services when you return to active status.
  • I'm a staff member who used to work full time. I have now taken a temporary position. May I still keep my account privileges?
    Yes, both temporary and part-time positions are eligible for account services.
  • My severance agreement states I can maintain my account services indefinitely. Why are you sending me a closure notice?
    IT Services has no control over severance packages, and cannot grant exemptions to closure because of a severance package agreement. You should discuss the matter with your former department, who will need to work with HR Services.

Account Closure Questions

  • May I maintain email forwarding once my account closes?
    Staff will all lose email forwarding once their account services close.
  • How should I remove my files before my account is closed?
    For guidance on how to save your files, see our Preparing for Account Closure and G Suite-Account Closure Guide pages.
  • I neglected to remove all my files before my account closed. Is there a way for me to get back those files?
    No, once your account closure completes, your account and all files will be deleted irrevocably.
  • I misunderstood the notice and have neglected to remove all my files. Is there a way for me to get back those files?
    No, once your account has closed your account and all files are destroyed. IT Services cannot retrieve them.
  • What if I miss your notification of account closure--will you give me extra time to move my files?
    No, if you missed the notifications of account closure and your account closes, all files are destroyed.
  • May I opt to keep my wireless access active until the second closure (42 days after my first notification)?
    No. Wireless access closes for everyone (with the exception of alumni, who maintain wireless access after they've left the University) one week after receiving the first notice of account closures (Day 10 after dropping out of "active" status).
  • My account was closed and I've been rehired. Is there any way to retrieve my old files?
    No, after your account is closed, all files are destroyed. You may claim new account services and will get the same CNetID that you had previously, but all files will be gone.
  • Because many of our clients contact me directly, my department would like to maintain my account as a departmental account once I leave. Is this possible?
    Sharing accounts is a violation of the University of Chicago Policy on Information Technology Use and Access and is not allowed on IT Services systems. IT Services encourages staff members who are leaving the University to work with their departments to provide a smooth transition. There are several things that can help:
    1. During your transition away from the University, forward any email intended for the department to the appropriate person.
    2. Consider setting up a vacation message with both the new departmental contact information and your new personal contact information.
    3. Make sure that your department has set up a mailing list address for all public functions to limit the personal email exposure.

Quick Closure

Quick closure is a streamlined account closure process in the event that an account must close more quickly than the normal account closure process allows. Quick closure of an account usually occurs in the case of involuntary separation from the University, a security violation, death, and occasionally, and voluntary separation (in cases where the staff member has access to sensitive systems).

If your organization would like to quick close an account, it must contact the Records department of Human Resources to make a quick closure request. HR will work with your organization to remove account services and your organization, HR, and Legal may work together to address the University’s needs for access to the account, where such needs exist.

See Also:




Keywords:eligibility cnet cnetid alumni access extensions exemptions category 2 restriction   Doc ID:16034
Owner:Astrid F.Group:University of Chicago
Created:2010-12-05 18:00 CSTUpdated:2016-11-07 16:23 CST
Sites:University of Chicago, University of Chicago - Sandbox
Feedback:  0   0