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Account Lifecycle

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Overview

Access to UW G Suite is contingent upon an active affiliation with the University of Washington. Upon departure from UW, a UW G Suite account associated with a UW NetID will be deleted according to the following schedules.

UW Students

The personal UW NetID of a student receives default access to UW G Suite.  During the third week of the second consecutive quarter* in which an individual is not registered as a student, they will receive an email notification that computing services for their UW NetID, including their UW G Suite account, will expire in 14 days.

*Please note: Summer quarter is excluded.  For example, a student who is not enrolled Spring quarter will receive an expiration notice via email regarding their computing services expiring in the third week of Autumn quarter.

Day 0: 10th day of second consecutive quarter not enrolled, email notification is sent about expiring computing services
Day 14: UW G Suite account is suspended and no longer accessible
Day 42: UW G Suite account is deleted but recoverable by administrator
Day 62: UW G Suite account is permanently deleted and no longer recoverable

UW Employees

The personal UW NetID of an individual who is a UW employee, including staff and faculty, receives default access to UW G Suite.*  14 days after an employee’s last day at UW, the employee will receive an email notification that their computing services, including their UW G Suite account, will expire in 14 days.

*Please note: UW G Suite is not HIPAA-compatible and UW Medicine workforce members and clinical students are prohibited from forwarding their UW email to UW Gmail.  For more information on this policy, please contact comply@uw.edu.

Day 0: Last day at UW
Day 14: Email notification is sent about expiring computing services
Day 28: UW G Suite account is suspended and no longer accessible
Day 56: UW G Suite account is deleted but recoverable by administrator
Day 76: UW G Suite account is permanently deleted and no longer recoverable

Sponsored UW NetIDs

Sponsored UW NetIDs do not have default access to UW G Suite.  A UW employee can use the Provisioning Request Tool (PRT) to provision access to UW G Suite for a Sponsored UW NetID.  A provision lasts for 365 days and must be renewed annually.  If the UW employee who provisioned access to UW G Suite departs the UW and a new UW employee does not provision continued access to UW G Suite to the provisionee, the provisionee’s UW G Suite account will expire according to the following timeline.

Day 0: Provisioner’s (employee’s) last day at UW
Day 14: Email notification is sent to provisionee about expiring computing services
Day 28: UW G Suite account is suspended and no longer accessible
Day 56: UW G Suite account is deleted but recoverable by administrator
Day 76: UW G Suite account is permanently deleted and no longer recoverable

Shared UW NetIDs

Shared UW NetIDs do not have default access to UW G Suite.  A UW employee can use the Provisioning Request Tool (PRT) to provision access to UW G Suite for Shared UW NetIDs they own.  When a UW employee departs the UW, a new owner must take ownership of the Shared UW NetID and use the PRT to provision continued access to UW G Suite for the Shared UW NetID.  If they do not, the Shared UW NetID’s UW G Suite account will expire according to the following timeline.

Day 0: Shared UW NetID owner’s last day at UW
Day 14: Email notification sent to owner and administrator(s) of Shared UW NetID about expiring computing services
Day 28: Shared UW NetID’s UW G Suite account is suspended and no longer accessible
Day 56: Shared UW NetID’s UW G Suite account data is deleted but recoverable by administrator
Day 76: Shared UW NetID’s UW G Suite account is permanently deleted and no longer recoverable

Admin UW NetIDs

Admin UW NetIDs do not have default access to UW G Suite. A UW employee can use the Provisioning Request Tool (PRT) to provision access to UW G Suite for Admin UW NetIDs they own.  When a UW employee departs the UW, their Admin UW NetID’s UW G Suite account will expire according to the following timeline.

Day 0: Admin UW NetID owner’s last day at UW
Day 14: Email notification sent to owner of Admin UW NetID about expiring computing services
Day 28: Admin UW NetID’s UW G Suite account is suspended and no longer accessible
Day 56: Admin UW NetID’s UW G Suite account data is deleted
Day 76: Admin UW NetID’s UW G Suite account is permanently deleted and no longer recoverable