Email Standards

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[email protected] accounts are suspended upon separation from active affiliation from the University. Suspension takes effect on the night of separation in an automatic process. Absent of any requested legal holds, suspended email accounts are retained for 90 days, after which, they are deleted and all data is purged from the system.

[email protected] accounts** are suspended based on the following criteria:

  1. Employee separation from UCSF;
  2. Expiration of an employee's or contractor’s appointment;
  3. Request for discontinuance from either a UCSF manager or the UCSF Police.

Extending Access

Departments can extend temporary access to an account, allowing up to 90 days of access, by establishing the account extension affiliation (ACCEXT) status for faculty or staff within the Affiliates database.*

  • Suspended accounts can be re-enabled once the account extension affiliation has been established;
  • Work with your former department to establish your ACCEXT status;
  • Once completed, contact the IT Service Desk;
  • Upon status verification, the IT Service Desk will re-enable the account.

*Important: Because the account suspension process is automated, we recommend setting up ACCEXT status prior to your separation from the University. IT CANNOT setup ACCEXT status. Account re-enabling can only be done within 90 calendar days of account suspension.

Inactive Accounts

  • Accounts* on the [email protected] system will be identified as Inactive after 90 days of inactivity (90 days without a logon)
  • Accounts marked as Inactive will be disabled for a period of 60 days;
  • Inactive Accounts, absent of any legal holds, that have been disabled for 60 days will be deleted from the system.

*This applies to individual customer accounts and not resource accounts. Resource accounts will be subject periodic review.



Table of Contents:

  1. Email Standards
  2. Eligibility
  3. Suspension/Disabling/Retention/Deletion
  4. Email Deletion and Recovery
  5. Forwarding
  6. Address Format
  7. Support