UTD Account Access Removal Policy

Overview

Access to UTD NetID accounts and computing resources is limited to active students, faculty, staff, and some guests. UTD accounts are intended for educational and professional use only. Personal use of UTD email accounts and other resources is strongly discouraged. Users retain access to their email accounts for the duration of their attendance/employment with the University. Users receive an email to their UTD email account approximately 35 days before access changes occur.

Student Accounts

Students graduating from UTD generally retain their account for two long semesters (~1 year) after graduation. During this time, the account will be set to the "Basic" service level, which permits access to UTD email, OneDrive, Box, home directory, UTD web apps, and the UTD network.

After two long semesters, the account will be deactivated and all data will be permanently removed. OIT sends a notification approximately 35 days before removal, allowing time to transfer data, close accounts, etc.

Students who need longer access due to a continuing affiliation with the University will need a full-time staff or faculty member to submit an eCAT request to sponsor the account for the duration needed. This request must be submitted and approved before account access is lost.

Account Removal Timeline

1. Student graduates - account set to "Basic" service level.
   • Access to UTD email, OneDrive, Box, home directory, Galaxy, eLearning, etc. remains active.
   • Access to UTD computing resources is lost.
2. Two long semesters pass (fall and spring).
3. Approximately 35 days before removal, an email is sent to the UTD email address with the subject "Action Required – Your UT Dallas Email Account Will Be Removed in the Next 35 Days."
4. User account is deactivated.
   • Access is lost to all UTD resources including but not limited to: UTD email, OneDrive, M365 services, Box, home directory, and eLearning.
   • All user data is permanently deleted.

For more information, please view the article on the UTD NetID Account Lifecycle.

Notable Exceptions

While the vast majority of students will lose access to their account after two long semesters, there are a few notable exceptions.

• Students that withdraw from the University lose access to all resources immediately.
• Students on OPT or STEM OPT retain their email access for the duration of those programs.

Former Student Reactivation

If you need to access Orion to request and download transcripts, please follow these instructions to complete the Former Student Reactivation Form. Once reactivated, you will only have access to UTD web apps. There is no way to regain access to UTD email, OneDrive files, Box files, or home directory files.

Faculty Accounts

Paid Faculty

Paid faculty accounts generally remain active for approximately one year following the most recent teaching semester. During this time, the account is set to the "Basic" service level. Access to UTD email, M365, Box, home directory, Galaxy, and eLearning is retained. Access to UTD computing resources is lost.

After approximately one year, the account will be deactivated and all data will be permanently removed. OIT sends a notification approximately 35 days before removal, allowing time to transfer data, close accounts, etc.

Account Removal Timeline (Paid Faculty)

1. Faculty employment terminated - account set to "Basic" service level.
   • Access to UTD email, OneDrive, Box, home directory, Galaxy, eLearning, etc. remains active.
   • Access to UTD computing resources is lost.
2. Approximately 1 year passes.
3. Approximately 35 days before removal, an email is sent to the UTD email address with the subject "Action Required – Your UT Dallas Email Account Will Be Removed in the Next 35 Days."
4. User account is deactivated.
   • Access is lost to all UTD resources including but not limited to: UTD email, OneDrive, M365 services, Box, home directory, and eLearning.
   • All user data is permanently deleted.

For more information, please view the article on the UTD NetID Account Lifecycle.

Unpaid Faculty

Unpaid faculty accounts are deactivated 35 days after their department submits an account termination request through eCAT. If extended access is required, it must be requested by the department via an eCAT request. The request must be submitted and approved before the account is deactivated.

Account Removal Timeline (Unpaid Faculty)

1. Faculty employment terminated - account set to "Basic" service level.
   • Access to UTD email, OneDrive, Box, home directory, Galaxy, eLearning, etc. remains active.
   • Access to UTD computing resources is lost.
2. Approximately 35 days before removal, an email is sent to the UTD email address with the subject "Action Required – Your UT Dallas Email Account Will Be Removed in the Next 35 Days."
3. Approximately 35 days pass.
4. User account is deactivated.
   • Access is lost to all UTD resources including but not limited to: UTD email, OneDrive, M365 services, Box, home directory, and eLearning.
   • All user data is permanently deleted.

For more information, please view the article on the UTD NetID Account Lifecycle.

Notable Exceptions

• Retirees are set to "Basic" service level and retain account access indefinitely.

Staff Accounts

Staff accounts are generally deactivated immediately upon leaving the University. Access to all UTD resources including UTD email, M365, Box, eLearning, and Galaxy is lost.

If extended access is required, it must be requested by the department via an eCAT request. The request must be submitted and approved before the account is deactivated. Once the account has been deactivated, there is no way to regain access.

For more information, please view the article on the UTD NetID Account Lifecycle.

Notable Exceptions

• Retirees are set to "Basic" service level and retain account access indefinitely.

Guest Accounts

Guest accounts are generally deactivated immediately upon the submission of a termination eCAT request from the department. Once the account has been deactivated, there is no way to regain access.

Saving Your Data

Once an account is deactivated, all data is lost. To retain access to important accounts and data, the following steps are recommended:

• Change the email on accounts using your UTD email. (NetID@utdallas.edu)
  • Email contents can be archived following these instructions.
• Download the contents of your home directory to personal storage.
• Download or transfer data stored in UTD OneDrive or Box cloud storage.
  • Access to shared files and folders will be lost as the originals are deleted.
• Grant ownership of shared files to other parties.

For further assistance, please contact the OIT Helpdesk.