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). Effective June 3 2017, alumni accounts will be transitioned to an alumni license type. It is highly recommended that alumni download anything saved into OneDrive or SharePoint prior to this date.
  • 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.

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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Article ID: 158
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