NetID locking and Email closing process

On April 1, 2022, Yale Information Security, in conjunction with Identity and Access Management team, created an automated process to lock NetIDs, and close/freeze/de-provision the associated email account of individuals (excluding students and alums) separated from Yale.

Separation is the end of an individual's affiliation with Yale.

For a faculty member the last day of their appointment in WorkDay.

For staff members, this is their final day as a Yale employee. Termination date (unless it's for cause) or resignation date.

Faculty and staff receive a 45-day grace period. Grace periods can be confirmed by YLS IT in IIQ.

Three notices of account closures are sent to separated members’ Yale email accounts. These notices are sent at 30 days, 10 days, with the final notice, sent three days before the account is closed.

Sponsored ids, Casual/temporary employees. Contingent workers, academic affiliates, or staff terminated for cause are given 0 days.

These NetIds are locked, and email accounts closed at 12:01 AM the next morning.

Students and Alumni currently receive a 365-day grace period. During this time, students' netids and their Yale email accounts remain active. Law School Clinic email accounts are closed in August of the same year as the student graduates.

Once an Alumni is beyond the grace period, Alumni NetIDs will remain open however, they are no longer eligible for Yale email. IAM works with the Central ITS Email and Collaboration team to perform periodic email cleanups. The Alumni process is under review, and IAM would like to automate this process in the future, but for now, it remains a manual process.