Student Account Management Procedures

Procedure Title	Student Account Management Procedures
Purpose	These procedures define circumstances in which student accounts are disabled or the account contents purged.
Effective Date	July 24, 2019
Revision Date	June 3, 2024
Version	1

This document outlines a formal set of procedures the Division of Information Technology (DIT) uses to manage student accounts. The university is required to manage accounts to keep our networks and data safe by ensuring only those who are authorized to access the university’s IT resources can do so. As part of that requirement, the DIT disables accounts and purges account content on an as-needed basis.

Account Disabling

Disabled, or deactivated, accounts do not have access to resources requiring your Morgan username and password such as WebSIS, Google Workspace (email, calendar, drive, etc.), Canvas, and MSU-Secure (wi-fi).

Accounts will be disabled without prior notice for one or more of the following reasons:

The account poses a threat to the university’s network resulting from inappropriate activity or because the account has been compromised;
the account holder is involved in a legal, judicial, or disciplinary matter; or
the account holder has passed away.

A disabled account can be re-enabled as needed.

Account Content Purging

Purging is a systematic action that permanently erases records or data. When the contents of a Morgan State University account is purged, the assigned email address continues to exist, but the account contents are deleted permanently (e.g., contacts, email, calendar events, Google Drive files, etc.).

The DIT will conduct semi-annual “sweeps” to determine which accounts require purging. Students will be notified prior to the account content being purged so they can take the necessary steps to export their email and data if desired.

Graduation - After a student earns a degree, a Morgan State University alumni account is created. If the student does not re-enroll at the university within 2 years of earning a degree, their student account contents will be purged. Alumni accounts are valid for life.

Lack of enrollment - Accounts for those students who have not actively enrolled for 2 consecutive academic years will be purged.
Unenrolled admits - Accounts assigned to students who are admitted to the university, but never enroll will be purged. The purge schedule for students who fall into this category is as follows:

Semester Admitted	Purge Date
Fall	April of the following year
Spring	November of the same year

A purged account can be re-enabled after a student re-enrolls at the university.

Dual Role Accounts

In 2016, the DIT implemented a dual role account model, separating student accounts from employee accounts for those individuals who are in both a student and an employee role. Since the roles are separate, student accounts will be subject to the procedures outlined in this document whereas employee accounts will be subject to a different set of procedures.