Account Lifecycle

This policy applies to all individuals who are provided with a Missouri State University account, including students, employees, affiliates, and guests. It covers the lifecycle of these accounts, from creation to deletion, to ensure the security and integrity of university technology resources.

University accounts are issued to support the university’s mission of teaching, research, and public service, its administrative functions, and student and campus life activities. Accounts are issued to individuals based on their primary role at the university and provide the ability to access the University’s technology resources including. but not limited to computer systems, email, and networks.

Student Accounts
Student accounts are created upon admission to the university. Accounts for admitted students who have not yet registered will have limited functionality. Students who are also employed by the university may receive access to additional services as needed, which is removed upon their separation from employment. Accounts are deleted one academic year after a student has ceased attending classes.

Employee Accounts
Employee accounts are created upon acceptance of an offer of employment, following the creation of the employee’s record in the university’s administrative system. Upon separation from employment, access to email, cloud storage, and administrative systems is removed. Accounts are restricted to self- service resources (e.g. the employee’s tax forms and pay stubs) and retained for at least 18 months after separation.

Accounts for employees who retire with emeritus status are retained as long as they are being actively used. If an account is not used for one year it will be deleted.

Affiliate Accounts
Affiliate accounts are created for individuals who are not students or employees when an affiliate relationship (e.g. dual-credit instructor) is entered into the university’s administrative system. Access for this type of account should reflect only the minimum required to perform the duties necessary for their role. Accounts are deleted when the relationship is terminated in the university’s administrative system.

Guest Accounts
Guest accounts can be requested by administrative units for individuals with a business or academic need to access university resources. These accounts will be configured with functionality specific to the guest’s role. Administrative units must specify an end date for each guest account, and accounts required beyond one year require an annual renewal request. Additionally, the administrative unit requesting the guest account is responsible for covering the associated licensing costs.