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ACCOUNT RETENTION & EMAIL FORWARDING POLICY

This document presents the College’s computer account retention and email forwarding policy. It also provides guidance for users whose Smith accounts are expiring and who wish to transfer any of their saved email messages, address books, and/or files saved on their Smith network drive (H: drive), to another computer.

The table below shows the account retention intervals for Smith network and email accounts, organized by user group and reason for separation.

Note that Network Services includes your Smith email account, your Smith network server account, and access to all Smith network and web-based services.

User Group Reason for Separation Service Retention Period
Students Graduation Network services: 4 months
Email forwarding: Lifetime (note 1)

Withdrawn Network services: None
Email forwarding: 12 months

Disciplinary Network services: None
Email forwarding: None

Alumnae   Email forwarding: Lifetime (note 1)

Current Faculty & Staff Voluntary Network services: None
Email forwarding: 4 months (note 2)

Termination Network services: None
Email forwarding: None

Faculty
Non-Emerita/Emeritus

Retirement Network services: None
Email forwarding: 4 months (note 2)
Staff < 25 years

Faculty Emerita/Emeritus

Retirement Network services: Lifetime
Email forwarding: Lifetime

To take advantage of your lifetime account benefits, please write to Karen Lehouiller at klehouil@smith.edu

Staff 25+ years

 

Note 1. Lifetime email forwarding service is available through the Alumnae Association of Smith College.

Note 2
. Email forwarding may be continued for up to 4 months at the discretion of the staff or faculty member’s department.



The following information applies to all users except those who qualify for Lifetime account retention:

  • Network files: Eligible users will be able to access files stored on their Smith network drive (H: drive) for the period of time shown in the table above.

    During this period, users can transfer any files they wish to keep from their H: drive to another computer or jump drive. The following web page explains how to access files stored on the Smith network: http://www.smith.edu/its/tara/file_transfer/network_files.html


  • Email: Eligible users will be able to access their email account for the period of time shown in the table above. During this period, users can transfer any saved messages they wish to keep to another email account.

    For instructions on transferring saved email messages from your Smith Mail account to a personal Gmail account using Thunderbird, click here. (Note that this process works on both Windows and Mac computers.)

  • Email forwarding for withdrawn students: Withdrawn students are eligible for email forwarding for a period of one year from their withdrawal date.

    During this one-year period, all email sent to the student's Smith email address will be automatically forwarded to a personal email address the student provides.

    Withdrawn students who wish to take advantage of this service should send their preferred email forwarding address to klehouil@smith.edu.

    Note that, during the withdrawal period, the student's email account will be disabled and will not accept or retain any new messages. If a student returns to Smith within their withdrawal period, their email account will be re-instated.


  • Email forwarding for faculty and staff separating voluntarily, and non-emerti retiring faculty and staff:

    Users in these categories are eligible for email forwarding for a period of four months from their separation or retirement date.

    During the four-month period, all email sent to the user's Smith email address will be automatically forwarded to a personal email address they provide.

    Users who wish to take advantage of this service should send their preferred email forwarding address to klehouil@smith.edu.

    Note that, during the four-month period, the user's email account will be disabled and will not accept or retain any new messages.

Any questions about this policy should be directed to the Vice President for Information Technology.


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Copyright © 2014 Smith College  |  Last updated February 26, 2014

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