Disabling Accounts

When are accounts disabled?

When people no longer have a relationship with the University, their IT accounts will be disabled.  People who are both staff and students, who cease only one of their relationships, will have only their access to online services relating to the terminating relationship disabled.    Dates of disablement are listed below.

Relationship	Date at which access disabled
Staff - continuing	Date of resignation/retirement
Staff - contract	Date of end of contract
Staff - casual	On termination as indicated in the HR system
Title Holders	Date of end of contract
Visitors	At end date
Students - completed	365 days after completion
Students - discontinued	14 days after date of discontinuation
Students - withdrawal	14 days after date of withdrawal
Students - lapsed	92 days after date of lapse

Notification of pending action

People whose accounts are scheduled to be disabled in the future will be sent an email up to 30 days before the disable date as indicated in the table above.   If only one relationship is ending, the notification will include details of which services are to cease and which services are to be retained.  People who continue to have a relationship with the University after this date will be advised of the process they must follow to retain their accounts and access.

Note: The date of the email notification is dependant on when the system is updated with the date that the relationship will cease.  E.g., where a student Discontinues or Withdraws, the notification will be sent advising of the disabling from the discontinue/withdrawal date at the time this is entered into the student system.  Similarly, if a staff member resigns and gives 2 weeks notice, the email advice will be sent at the time this is entered into the HR system.

Staff who will leave the University should note that all access to IT services will be disabled as notified, including access to payslips through Employee Services Online.

Emergency suspension of accounts and access

In case of a serious breach of University IT policy, IT accounts and access may be suspended or terminated immediately on the authority of the Director of Human Resources or the General Manager of Student Services.

People who are both staff and students

Many people at the University have concurrent student and staff relationships with the University.  Staff members, who are also students, have their IT quotas and access to online services combined. 

When one of their relationships ceases, IT services which relate specifically to that relationship will be removed.  

Undergraduate and Postgraduate Coursework students who are no longer staff

Once a student ceases to be a staff member, access to online services is adjusted as follows;

• Staff emails will no longer be received. 
• Access to Calendar will be removed
• Access to shared folders within the employing business area(s) will be removed
• The @adelaide.edu.au email address will be removed and the @student.adelaide.edu.au address will become the primary address
• Access to staff only websites will be removed
• Email quota of 1GB will remain unchanged.

Postgraduate Research students who are no longer staff

Once a Postgraduate research student ceases to be a staff member, access to online services is adjusted as follows;

• Access to Calendar will be removed
• Access to shared folders within the employing business area(s) will be removed
• The @adelaide.edu.au email address will remain unchanged
• Access to staff only websites will be removed
• Email quota of 1GB will remain unchanged.

Staff members who are no longer students

Once a staff member ceases to be a student, access to online services is adjusted as follows;

• Student emails will no longer be received
• Access to shared folders within student areas will be removed
• The @student.adelaide.edu.au email address will be removed from the system and the @adelaide.edu.au email address will continue to be the primary address.

Staff and students on leave

Staff on approved leave and students on approved Leave of Absence will not have their accounts disabled.  They will continue to have access to online services, and will continue to receive group emails, such as All Staff and All Student announcements.

Guidelines for account cleanup

Staff whose employment with he University is about to end, should follow the guidelines for account cleanup as part of the exit process.