Michigan State University IT Services Support website

E-mail and AFS storage Account Expiration for Former MSU persons and RSOs - TB15436

This item provides information on these topics:

Overview

Consistent with university practices, IT Services Support annually disables msu.edu e-mail accounts and AFS (Andrew File System) storage space for those persons who are no longer eligible for those services. Ineligible persons include:
  • Students who have not been enrolled in a for credit course in two or more years
  • Faculty and staff who have been separated from the university for one or more years (other than official retirement. Please note that Emeritus faculty are treated as if they are officially retired in application of this policy.)
  • Formerly affiliated individual whose NetID is not currently sponsored by and billed to an MSU department.

    Note: Expired affiliate notices also go out to any Registered Student Organization (RSO) who does not have current registered status on file with the Department of Student Life. Upon correction of the corresponding records, an expired RSO mail account can be retained.

Background information

When e-mail accounts were initially provided to students in the late 1990s very few alternatives to the central e-mail service existed, and MSU was committed to keeping student e-mail accounts available for at least two years post-enrollment/graduation. Similarly, there was little access to network-based storage space when IT Services began providing AFS storage space to users. Now with the many alternative e-mail and data storage services available, there is a much lesser need for MSU to provide mail and storage services for those who are no longer students or otherwise currently affiliated with the university. Eligibility to use those supported services varies according to affiliation. See the article on NetID privilege categories for more information.

All current students and staff are issued an MSU NetID which, upon activation gives the user access to a variety of university and IT Services supported services. IT Services provides centrally-funded mail.msu.edu and AFS storage services to eligible users, including current students (defined as those currently registered or that have been registered within the past two years) and current faculty, staff, or affiliated individuals. (An MSU affiliate in this context is any individual or group which is currently engaged in programmatic collaboration with an official MSU unit or program. Affiliate accounts are billed to the affiliate's MSU department.)

Additionally, active Registered Student Organizations (RSOs) are also issued an MSU NetID with access to email and AFS space. To maintain eligibility, an RSO must be currently registered with Student Life. Periodically, RSOs without a current registration on file will be contacted and advised that the NetID will be disabled unless the organization properly registers for the new academic year. Notice will go out prior to a semester end and will provide 60-90 days advance notification.

Timetable for the e-mail and storage deactivation

2014 Expiration cycle:
Following are the currently planned notifications and events for the 2014 expiration cycle:

  • February 4, 2014 - Announcement posted on servicestatus.msu.edu.
  • February 17, 2014 - E-mail notification sent to ineligible account holders (former employees).
  • April 25, 2014 - E-mail and AFS accounts belonging to those ineligible users will be deactivated.
  • June 4, 2014 - Data purged from servers. No recovery of e-mail or stored files will be possible after this date.

2013 Expiration cycle:
For reference purposes, the 2013 expiration cycle occurred with the following timetable:

  • February 5, 2013 - Announcement posted on servicestatus.msu.edu.
  • February 11, 2013 - E-mail notification sent to all ineligible account holders.
  • April 30, 2013 - E-mail and AFS accounts belonging to those ineligible users will be deactivated.
  • June 3, 2013 - Data purged from servers. No recovery of e-mail or stored files will be possible after this date.

2012 Expiration:
For reference purposes, the initial expiration cycle occurred with the following timetable:

  • May 1, 2012 - Initial announcement posted on servicestatus.msu.edu.
  • May 30, 2012 - Initial e-mail sent to all students not registered in the past two years, including those who were also faculty or staff.
  • September 10, 2012 - E-mail and AFS accounts belonging to those ineligible users were deactivated.
  • December 3, 2012 - Data purged from servers. No recovery of e-mail or stored files will be possible after this date.

Pre-expiration steps

Users who are actively using their MSU e-mail account may want to take two basic steps in advance of expiration:
  1. Procure an alternate e-mail address.
  2. Advise senders of the new e-mail address using the Vacation Reply Message found in webmail under MSU Prefs. (Remove any forwarding set up on MSU mail). Example vacation reply message:

      This email address no longer receives messages. Please send messages to my correct email address: jackjilluser@overthehill.com

  3. [Optional] Migrate your messages to an e-mail client or alternate e-mail service. Please see the article TB11524 - Using Outside Mail Services for POP3 Access to MSU Mail for instructions. Alternate e-mail clients or services may be used to check MSU mail while it remains active.

Additional Technical Questions about Account Expiration

Am I losing my MSU NetID? No, your NetID is permanently assigned to you. This deactivation only affects access to services such as mail.msu.edu and AFS storage which had been provided to you as an active student or employee.

Will I still have access to STU-INFO and Schedule Builder? Yes, these are among the online student services that use your MSU NetID and password for access and remain available for access to your student records or for future enrollment.

What if I have forgotten the password for my MSU NetID? You can reset your password as needed.

I have my mail.msu.edu account set to forward to another mail account. Will the forwarding continue to work? No. Upon deactivation forwarding will cease to work. You should begin providing correspondents an alternative e-mail address to reach you.

How do I keep an archive copy of my mail.msu.edu messages? We recommend using an outside mail service such as Gmail, Yahoo mail, or Outlook.com, or use mail client software to download (migrate) your messages. Please see the article TB11524 - Using Outside Mail Services for POP3 Access to MSU Mail for more information.

What if I have files on AFS that I want to keep? Download and save those files to your own media, hard drive or storage device. Please see the article TB2468 - AFS: Accessing your AFS Space. Using the netfiles.msu.edu service to download a few files generally works well. One of the other access methods listed in the article may be preferred for a larger number of files.

Is there any way to retain or regain an MSU mail account and AFS space? While the mail and data files will be gone after the purge date, if you re-register for any for-credit course, or are hired by the university your access to these services will be restored. If your status with the university changes before the purge date, your access will be restored and your mail and data will re-accessible.

Can I purchase continued access to mail.msu.edu and AFS storage? Purchase of these services is not available to individuals. However, when a business need dictates, a department can arrange for required billing on an MSU account number. A responsible party in the department should send an email to: idoffice@msu.edu and include the NetID that you want to remain active, a university account number and a contact person with a phone number or email address so we may follow-up.

If I re-register for a course, will my e-mail address change? If you re-register you will be able to reactivate your mail account. While the previous messages will be gone, your address will remain to be in the form NetID@msu.edu.

If I return to MSU employment or become an affiliate again, will my e-mail address change? If you are re-employed by MSU or again become an affiliate, you will be able to reactivate your mail account. While the previous messages will be gone, your address will remain to be in the form NetID@msu.edu.

What if I believe I am still eligible for IT Services-supported resources? Please contact IT Services Support if you believe you are still eligible or have regained eligibility. Call (517) 432-6200 or submit an online contact form at https://contact.cl.msu.edu/contactMAIL.php?service=mail.

Response message to senders

After expiration, email messages sent to an expired account will receive one of the following response messages:

  • If the recipient has set a vacation reply message (found under MSU Prefs when logged in to mail.msu.edu), the vacation reply message is sent. Example vacation reply message:

      This email address no longer receives messages. Please send messages to my correct email address: jackjilluser@overthehill.com

  • If the recipient has not set a vacation reply message, the following response message is sent:

      This e-mail account is no longer active. Messages sent to this address will not be delivered. For more information read knowledge base article number 15436.

Once an account is purged, the account no longer exists on the mail servers and senders will encounter the response, "code: 550, response: 5.1.1 unknown user username@msu.edu."

Keywords for this Document

expiration expired eligible ineligible student

Date Last Modified: 12/2/2014 12:11:24 PM

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