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An identity profile transitions to an "Expired" state immediately upon losing official computing resource eligibility. When expiration strikes, the account is administratively locked, campus single sign-on system access is revoked, and external emails routed to the handle will bounce with an invalid recipient notification.
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Account decommissioning sequences vary depending on data attributes mirrored from Banner and SUNY HR:
- Active & On-Leave Students: Profiles remain fully active throughout the duration of academic enrollment or while bound to an authorized leave of absence processed by the Office of Enrollment Services (Doty Hall 312). If a student fails to enroll for one full semester without establishing a future semester intake track, the profile is flagged for expiration.
- Graduated Students: Computing accounts remain provisioned and operational for exactly 6 months after the Registrar records official graduation milestones in Banner.
- Paid Employees (State Payroll): CIT parses daily termination records from SUNY HR. Upon matching a termination flag, CIT contacts the target department to confirm immediate account deactivation.
- Unpaid Affiliates / Volunteers: Expiration dates are applied during profile configuration. Extension of these accounts requires an administrative review confirming current service and good standing.
- LIVES Program: Access paths are closed manually upon direct request from the LIVES Program Coordinator.
🔒 Critical Departmental Offboarding Action: Host departments are responsible for identifying and purging localized access vectors that fall outside primary CIT directory tracking. When an employee leaves, teams must immediately review and reset departmental credentials, external vendor access tiers, and shared social platform profiles (e.g., department Facebook or X accounts).
To give individuals time to offload files and finalize messaging, automated notifications are sent prior to disabling access:
- 30 Days Prior: Initial warning notices are generated and emailed once a loss of eligibility is projected from database trends.
- 4 Weeks Prior: Final notification sequences explicitly define the exact day and time account access will terminate.
⚠️ The Deletion Timeline: Google Drive files, email archives, and related configurations are maintained for exactly 1 year following account expiration. At the 1-year mark, all data assets linked to the expired account are permanently destroyed.
Before your access drops, you can protect your records using these Google's instruction utilities:
- Google Transfer Tools: Use native Google account transfer utilities to systematically shift email streams and active Drive paths over to an independent, personal
@gmail.com workspace.
- Google Takeout: Create a full, downloadable archive file containing all your historical institutional Google Workspace database files.
To help teams preserve critical institutional data, CIT systematically prepends a structural deletion flag to all files and folders remaining inside disabled profiles. Campus coworkers can locate and copy these assets using this protocol:
- Open your browser, navigate to Google Drive, and sign in using your active Geneseo credentials.
- In the upper global search box field, execute this string match exactly:
"[Will be deleted on:"
- Highlight the relevant search results you need to preserve.
- Right-click the selected objects and choose Make a copy.
New files prefixed with "Copy of" will instantly generate and save directly inside your personal My Drive file layout.
💡 Enterprise Best Practice: Ensure core departmental files outlive individual university accounts by storing shared business data within a
Google Shared Drive. Placing assets into a Shared Drive transfers core metadata ownership directly to the Shared Drive platform container, protecting them from individual account deletion tracks.