Xavier Email Account Retention


Employee accounts are disabled based on the last day worked, as entered in Banner. Student account retention is determined by the student's academic status at Xavier.


Xavier's full user policy can be found on the Xavier website.


Accounts are disabled based on the last day worked, as entered in Banner.  At 6pm on the last day worked, the employee account is disabled and becomes inaccessible to the employee. Accounts are retained at least 90 days to allow supervisor access if necessary, as well as preserving an auto-reply for business continuity purposes.


Retention is determined by the student's academic status at Xavier:

  • Graduates (effective Oct 2021) retain their email accounts as alumni for a period of one year after graduation. Per licensing policy, alumni do not retain access to other Office365 services (such as an installed copy of Microsoft Office, OneDrive, SharePoint, etc). See below for more on Alumni status.
  • Students who do not graduate from Xavier retain their email accounts up to 12 months from the date they stop taking classes. After that period, the account expires and is purged from the system.
  • If a student who stops taking classes chooses to re-register and take classes at a later date, a brand new account will be created as part of the re-registration processes. Contents of any former Xavier email account will not be retrievable.


With the rising costs of cybersecurity licensing and protection, Xavier University can no longer extend alumni accounts indefinitely. 

Effective October 31 2021, Alumni retain access to their email account for one year after graduation, at which point it will expire. It is critical that alumni make appropriate arrangements for this expiration, as these accounts will not be reinstated once expired.

The above items apply only to email account access. After dropping out or graduating, access to other Xavier systems may be restricted.



Article ID: 158
Tue 6/9/15 3:56 PM
Tue 11/7/23 4:22 PM