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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 GroupWise email messages, GroupWise
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.
|
Service
|
User Group
|
Reason
for Separation
|
Retention
|
Network
Services
(including
GroupWise Email, Novell Servers,
and Network Access) |
Students |
Graduation |
4
months |
| Withdrawn |
None |
| Disciplinary |
None |
| Faculty
& Staff |
Voluntary |
None |
| Termination |
None |
| Faculty |
Retirement |
None |
| Faculty
Emeritus |
Retirement |
Lifetime (note 1) |
| Staff
< 25 years |
Retirement |
None |
| Staff
25+ years |
Retirement |
Lifetime (note 1) |
| Email
Forwarding |
Students |
Graduation |
Lifetime (note 2) |
| Withdrawn |
12
months |
| Disciplinary |
none |
| Faculty
& Staff |
Voluntary |
4
months (note 3) |
| Termination |
none |
| Faculty |
Retirement |
4
months (note 3) |
| Faculty
Emeritus |
Retirement |
Lifetime (note 1) |
| Staff
< 25 years |
Retirement |
4
months (note 3) |
| Staff
25+ years |
Retirement |
Lifetime (note 1) |
| Alumnae |
|
Lifetime
(note 2) |
Note 1. If you qualify for Lifetime account retention and/or email forwarding and wish to take advantage of these benefits, please contact Karen Lehouiller at klehouil@smith.edu.
Note 2. Your GroupWise email account will remain active for 4 months.
Lifetime email forwarding is available through the
Alumnae Association of Smith College.
Note 3. Email forwarding may be continued for up to
4 months at the discretion of the employee’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
- GroupWise email: Eligible
users will be able to access their GroupWise email
account for period of time shown in the table above.
During this period, users can transfer any saved
messages or addresses they wish to keep to another
email account. The following webpage explains
how to save GroupWise messages and personal address
books: http://www.smith.edu/its/tara/groupwise/after_groupwise.html
- 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
GroupWise account will be disabled and will not
accept or retain any new messages. If a student
returns to Smith within their withdrawal period,
their GroupWise email account will be re-instated.
- Email forwarding for faculty
and staff separating voluntarily, and 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
GroupWise account will be disabled and will not
accept or retain any new messages.
Any questions
about this policy should be directed to the Executive
Director of Information Technology Services.
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