UH Username - Account Closure

Overview

• Student, Non-retiring Faculty/Staff, and UH Affiliate
• Retiring Faculty/Staff, and Emeriti
• Deceased Student or Employee/Affiliate
• Account Termination for Former Employees

Student, Non-retiring Faculty/Staff, and UH Affiliate

Students who are not registered for classes for consecutive (Fall, Spring) semesters, Faculty and Staff who leave UH, but are not retiring, and UH Affiliates whose affiliations expire, transition to the role of 'Ohana (link).

• 'Ohana will have a grace period of up to 180 days, during which they will continue to have full access to basic online services, unless there is a request to terminate the UH Email Account sooner, or because of violations to the acceptable use policy (https://www.hawaii.edu/infotech/policies/itpolicy.html)
• ITS will inform each individual via email when they begin the grace period and ITS will send periodic reminders throughout the grace period to help keep them aware of the approach of the end of the grace period
• During the grace period, they will have the option to enroll in our 'Ohana online services, which will keep the individual's UH email account active and available.

After the grace period ends, if an individual has enrolled in our 'Ohana online services, their UH email account, along with all email messages and folders stored in the account, will continue to be available contingent on annual renewal of this enrollment. The UH email account, and all email messages and documents stored in the account, will be no longer be available should an individual fail to enroll in 'Ohana online services prior to the end of the grace period.

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Retiring Faculty/Staff, and Emeriti

Faculty and Staff who retire from UH, as well as Emeriti, are allowed continued use of their UH Email Account.

• Use of the UH Email Account is subject to an annual renewal
• Email reminders will be sent to Retirees and Emeriti regarding their respective upcoming renewal deadline
• For more details about basic online services for Retirees and Emeriti, see https://www.hawaii.edu/askus/933.

Former faculty, staff, and affiliates are further reminded that, pursuant to EP 2.210 Section III.E., your former employing unit/department can exercise authority over your UH Username and can request to have access to your UH Username revoked or have departmental data transferred from the account.

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Deceased Student or Employee/Affiliate

In the event that a UH student, employee, or affiliated person pass away, the following procedures can be followed to request an account termination. The appropriate authority can submit this request via email or phone to the ITS Help Desk (link).

Student

The following is the procedures to request an account termination for a deceased student:

1. The appropriate Vice Chancellor (VC) of Student Affairs notifies the ITS Help Desk of the event. The following information is required so that the ITS Help Desk can create an auto-reply message:
   • UH Username or UH Number of the deceased
   • Name of the deceased
2. A custom auto-reply message can be requested by the VC of Student Affairs. If none is requested, ITS will apply the standard message:
   • Subject: This address is no longer available
   • Body: This is an automated message. This email address is no longer available.
3. ITS will clear the password
4. On the date of ITS is notified of the event, the account will remain open for 180 days, after which the account is deleted

Employee or Affiliate

The following is the procedures to request an account termination for a deceased employee or affiliate:

1. The Dean/Director of the the deceased person's department notified that ITS Help Desk of the event. The following information is required so that the ITS Help Desk can create an auto-reply message:
   • UH Username or UH Number of the deceased
   • Name of the deceased
   • Contact information for the UH employee in the unit who serve as the "responsible party" to whom external correspondents can be referred. Typically the responsible party would be a manager, department chair, dean, director, etc. For this individual, we require their name, title, and email address.
   • Contact information for the UH employee in the unit who will serve as the "email agent" who will be responsible for reviewing the email of the deceased (if/as needed) to ensure that no official business is outstanding. Typically the email agent would be the person responsible for also reviewing physical files or items kept by the deceased and separating personal items from UH business materials. The email agent can be the same individual as the responsible party. For this individual, we require their name, title, and email address.
2. A custom auto-reply message can be requested by the Dean/Director of the department. If none is requested, ITS will apply the standard message:
   • Subject: This address is no longer monitored
   • Body:
     This is an automated message.
     [First and Last Name] is no longer working at the University of Hawaiʻi.
     You may contact [Responsible-First and Last Name], [Responsible-Title], at [Responsible-Email Address].
3. ITS will clear the password and securely provide it to the email agent, if one was specified
4. The email agent reviews can then review emails to identify any unread messages that require official action/response. These are either replied to or forwarded as appropriate based on context. Upon completion of the review and handling, the email agent can either delete all messages or ask ITS to do so
5. On the date ITS is notified of the event, the account will remain active and capable of receiving email for 180 days, after which the account is deleted and email intended for delivery to the account will bounce back to the sender

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Account Termination for Former Employees

University unit authorities (e.g. Vice Presidents, Chancellors, Vice Chancellors, Deans, Directors, Department Head, Administrative Officers, etc.) can request a UH Account termination for a former faculty, staff, or affiliate under their purview by making a formal request on departmental letterhead. The signature of the University unit authority (or their designee) is required. When the termination is requested, it is possible that the individual using the UH Account has established additional affiliations with UH, such as becoming a student or becoming a faculty or staff with another UH unit. ITS will research all termination requests in order to ascertain if there are additional affiliations by the individual. If there are no other affiliations, the UH Email Account will be flagged for termination. If there are other active affiliations, the employee may be issued alternate credentials and will no longer have access to the data stored on their former UH Account. 

By default, the UH Account will remain remain active and capable of receiving email for 180 days. If the UH Account must be immediately deactivated and rendered incapable of receiving email delivery, the letter must explicitly request this.

Requests should be sent via FileDrop (link) to the ITS Help Desk at help@hawaii.edu

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