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This document sets out the policy for ageing and expiring of user accounts on services supported by Network Services. This will normally occur when an employee or student leaves the University and when an affiliate is no longer associated with the University.
The policy covers Employee Accounts, Affiliate Accounts, and Student Accounts. It also covers the ageing of Personal Email Aliases, and Deactivation of Personal Email Aliases after the ageing process. It also describes what happens to user files from Deactivated Accounts.
All employees of the University have an account, in the format uxxxxxxx,a maildrop, with the University email address in the format uxxxxxxx@anu.edu.au,on the main mail server anugpo,and an associated personal email alias, in the format firstname.lastname@anu.edu.au.Some staff also have an account on the general purpose unix machine leonard,and some have an account for web publishing on the main web server, www.
Employee information from the Payroll/Personnel System is processed daily to apply additions, modifications and deletions from this data to the Online Account Management System (OLAMS). The first day that an employee does not have a record in the daily download from the Payroll/Personnel System, they are deemed to be no longer an employee of the University and are no longer entitled to use University IT resources. The following sequence of events will occur immediately for these users:
Affiliates of the University may, if officially registered within the area with which they are associated, have an account, in the format axxxxxx,a maildrop, with the email address in the format axxxxxx@anu.edu.au, on the main mail server anugpo,and an associated personal email alias, in the format firstname.lastname@anu.edu.au.Some affiliates may also have an account on the general purpose unix machine leonard,and some have an account for web publishing on the main web server www.
Expiry dates on affiliate accounts are set by the user's Local IT Support Staff (LITSS). (Guidelines) When an affiliate account expires, the following sequence of events will occur immediately (unless their LITSS extends the duration of their account using the OLAMS prior to the expiry date):
There are a small number of postgraduate students who have an account, in the format sxxxxxxx,a maildrop, with the University email address in the format sxxxxxxx@anu.edu.au,on the main mail server anugpo,and an associated personal email alias in the format firstname.lastname@anu.edu.au.Some postgraduate students also have an account on the general purpose unix machine leonardand some students have an account for web publishing on the machine www.
All students have an account, in the format sxxxxxxx,and a maildrop, with the University email address in the format sxxxxxxx@student.anu.edu.au,on the main student server studentwhich is managed by the Teaching and Learning Technology Support Unit (TLTSU).
Student information from the ANU Student Information System is processed daily to apply additions, modifications and deletions from the student system to the Online Account Management System (OLAMS). The first day that a student does not have a record in the student data, they are deemed to be no longer a student of the University and are no longer entitled to use University IT resources. The following sequence of events will occur immediately for these users:
The account deactivation process as it applies to the student server is managed by the Teaching and Learning Technology Support Unit (TLTSU). Account renewing/disabling/deletion.
Those users who, on leaving the organisation, are still using their personal email alias (eg jane.doe@anu.edu.au)to point to an account other than their uxxxxxxx, axxxxxx, orsxxxxxxxaccount as their mail drop may continue to use the alias for a period of 3 months. During this time it is up to the individual user to inform their correspondents of their new email address. At the end of this 3 month period, the personal alias will be deactivated.
A deactivated personal email alias will not be allocated to another user for a period of 3 months after it has been deactivated. Once a personal email alias has been deactivated, mail sent to that address will bounce back to the sender with an "unknown user" error. After the 3 month period of not being allocated to any user, the alias may be recycled for another user, as required.
When an account is deactivated, the files are archived and then removed from the host machine. The archived files are kept for a period of 12 months.
A users account(s) may be revoked if:
The procedures for revoking accounts are included in the IT Services Rules. Part 2 outlines the Rules for Access to and Use of Information Technology Services and Part 3 outlines the Penalties which may be imposed, including suspension or closure of a user's account [12 (1) (c) and (d)].
When a user's account is revoked their files will be treated in the same way as a deactivated account, their personal email aliases will also be deactivated.
| Dr R Erskine |
| Director, IT Services |
| May 1999 |
If you wish to comment on this policy, or require further information, please contact systems.enquiries@anu.edu.au or the Head, Systems, Network Services ext. 4616.
