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G Suite 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 stating 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 not receive an email notification regarding expiring computing services unless they also do not enroll for Autumn quarter the following school year.

Day 0: 10th day of second consecutive quarter not enrolled, email notification is sent stating that computing services expire in 14 days
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 stating 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 stating that computing services expire in 14 days
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 stating that computing services expire in 14 days
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 stating that computing services expire in 14 days
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 stating that computing services expire in 14 days
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