Syracuse University licenses Microsoft Exchange for active staff, faculty, retired faculty (including emeriti), and also active associates whose role supports the University's mission. When a person is no longer in any of these roles, access to the Exchange mailbox will be removed. This does not mean that the person's email@example.com email address goes away. It just means that it cannot be connected to an Exchange mailbox. In other words, the @syr.edu address can be pointed to redirect mail to mailbox in another system, including personal email accounts. Temporary leaves and work-breaks have no affect on access to Exchange because the overall employment status is still considered active.
If you've already left SU
If you are still using your Exchange email account and are no longer employed at SU, your access to your Exchange mailbox will be removed. You will be notified 30 days before your access is removed. As a former employee, you are able to point your firstname.lastname@example.org address to a personal email account (e.g. gmail, yahoo, etc.) so you will receive email that is sent to that address. If you used your email@example.com address for personal use, e.g. friends, financial institutions, e-commerce or social media, you will receive email they send in your personal email account.
Here are the steps you should take:
- If you don't already have a personal email account, get one.
- Login to Exchange and forward any personal email you wish to keep from your Exchange mailbox to your personal email account.
- Go to https://netid.syr.edu/selfserv/, login with your NetID and password, and click on Additional Services. Follow the instructions to point your firstname.lastname@example.org email address to your personal email account.
Once you point your email address to a personal email account, email sent to email@example.com will be routed to your personal account. When you respond to email that was sent to you at firstname.lastname@example.org, your recipient will get it "From:" your personal email account, not email@example.com.
Information for staff that are planning to resign or retire, and faculty that are resigning (faculty retirees excluded).
(Note: Faculty retirees keep their Exchange account and retain access to IT resources.)
Before your last day of work, forward personal emails that you want to keep from Exchange to a personal account.
Your department decides whether you may keep your firstname.lastname@example.org address. They may require that you get a new email address (NetID). If this exception applies to you, stop here and work with your supervisor and IT support staff to determine next steps.
Any time after your resignation or retirement, you can go to https://netid.syr.edu/selfserv/ to set your email@example.com email address routing to a personal email account, or, if eligible as an alum, setup a SUMail account. If you used your firstname.lastname@example.org for personal business, such as friends, financial institutions, e-commerce or social media, routing the address to a personal email account will ensure that you receive email they send to email@example.com. When you respond to email that was sent to you at firstname.lastname@example.org, your recipient will get it "From:" your personal email account, not email@example.com.
If you are an active student you will get a SUMail account automatically as soon as your Exchange account is removed. Email from your Exchange account will NOT be moved to SUMail. Once the SUMail account is created, email sent to firstname.lastname@example.org will be delivered to the new account in SUMail.
If you do nothing, your access to Exchange will be removed automatically 30 days after your retirement or resignation. Your department may choose to remove your access to Exchange before 30 days. You will not receive any mail sent to email@example.com.
Note: temporary faculty (aka PTI or adjuncts) will retain access to their mailbox for 365 days after the effective date of termination. This is to allow for the possibility that they will be rehired to teach the following year.
Information for supervisors of staff that are retiring or resigning and faculty that are resigning (faculty retirees excluded).
Consider whether it is acceptable if the employee happens to receive work-related email after they leave. This is acceptable in most cases – the employee agrees to forward work-related email to their former supervisor or colleague if they get any. If this is not acceptable, contact your IT support staff (DSP) to request a new NetID for the employee.
It is recommended to determine the following before the person's last day of work:
- Agree on when their access to Exchange will be removed. Work with IT support staff to remove access as soon as possible after the effective date of separation. If no action is taken, access will be removed 30 days after the effective date of separation. Note: Access to Exchange cannot be removed before the effective date of separation.
- The employee needs to move personal content from their Exchange account to a personal account by the agreed upon date, or within 30 days of the effective date of separation, whichever comes first.
- Setting an email route for the former employee's firstname.lastname@example.org is recommended so the employee receives notification of the availability of the W2 on MySlice, and other system notifications, e.g. password change requirement or (for class instructors) confirmation of grade posting. If the employee wants to keep a @syr.edu email address, ask the employee to what account they want that email to go (e.g. gmail, yahoo, twcny, etc.). If the employee is an SU alum, they have the option to get SUMail.
- EXCEPTION: If the employee is an active student, they will be given a SUMail account – no option – and their @syr.edu email will be delivered to the SUMail account.
Here is what will happen to the former employee's Exchange mailbox:
- If the employee is to get a new NetID, it will be system-generated. Specific NetID's cannot be requested. The employee will need to activate the new NetID. They may set the password to be the same as it was on their original account, and it still needs to be changed annually.
- If no action is taken by the department or by the employee to remove access, access will be automatically removed 30 days after the effective date of retirement or resignation.
- Mailboxes and file shares (H: drive) for the former employee will be automatically purged 2 years after employment end date.
- If needed, consult with IT support about getting access to the contents of the mailbox after their access has been removed.
- Consult with IT support (DSP) on any questions.
Information for IT support staff
- By default, the former employee keeps the NetID and @syr.edu address.
- By default, the former employee's access to the Exchange mailbox will remain for 30 days after their last day of employment. Mail sent to their @syr.edu will continue to flow into the Exchange account.
- If no action is taken to remove access within 30 days after the effective date of retirement or resignation, all access to Exchange and file shares (H:) is removed: no employee or admin access. Email will continue to flow to Exchange. Auto-replies that were set up in Exchange will continue to work.
- If no action is taken to remove access within 30 days after the effective date of retirement or resignation, the former employee that is also an active student will be given SUMail automatically (no choice and no action needed).
- 2 years after last day of employment, all data associated with the NetID is purged.
- The department is encouraged to remove access to Exchange and file shares as soon as practically possible after the effective date ore retirement or resignation. Use the Delegated Management Console (DMC) to Release Exchange. This function will allow selection of SUMail if the person is eligible for that option, or allows entry of a personal 3rd party address. If the former employee does not want to receive any email that is sent to their email@example.com address, the routing to their Exchange account will be retained. Note: Setting @syr.edu to an alternate account is recommended so they receive notification of the availability of the W2 on MySlice, and other system notifications, e.g. password change requirement or confirmation of grade posting.
- If the department does not want to allow the employee to use their existing email address, email firstname.lastname@example.org to request that a new NetID be created.
- Please indicate the date on which the transition should be done. It can be done any time after the last day of employment.
- When the transition is done, the NetID is converted to a vanity account and is disassociated from the user. The generic account is managed by the department and is therefore no longer subject to the automatic deprovisioning timeline, i.e. it will NOT be purged..
- The new NetID will be system generated; it cannot be selected by the user.
- If employee needs to retain access to their Exchange account after job separation, i.e. because they continue to serve SU in some capacity, add a sponsorship (Relationship) in Peoplesoft. The sponsorship will uphold the former employee's eligibility for Exchange for as long as the sponsorship remain effective.
- If the department needs to retain the contents of a former employee's emailbox, the content can be copied to a generic account. One generic account can be used to retain Exchange contents for multiple employees. For information on creating a generic account, see this link. For help copying mailbox contents to a generic account, contact ADTT@syr.edu.
- If the need for Exchange is discovered/realized after access to Exchange has been removed, the DSP can use DMC to request Exchange for the sponsored guest.
- Reminder: each Monday DSP are emailed a report of employees in their unit that resigned or retired within the previous 30 days.
For an illustration of the IT workflow, see attachment: Employee separation.gif