Xavier Email Account Retention

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 by 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.


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

  • Graduates (effective May 2014) retain their email accounts as alumni. 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.


Alumni  retain access to their email account following graduation, as long the account remains active and in good standing with Xavier password requirements.

If an Alumni account has no login activity for one year, it will be disabled. If an alumni account remains inactive for longer than one year, the account will be deleted with no option to reactivate.

On the first occasion an alumni account is compromised, we will inform the user to set a strong password, and require phishing awareness training if they wish to retain the account. If an alumni account is compromised and reset more than once due to responses to SPAM and Phishing emails, it will be deleted without option to reinstate the account. 

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