This standard provides guidelines related to the usage of American University technology resources, such as your American University user account, and email and storage services. This standard represents the detailed procedures and guidelines to support the University Policy on Responsible Use of University Technology Resources.

Please see the OIT Accounts page for information on account creation and the General Systems provided with each AU user account.

NOTE: This standard does not apply to Institutional records which are governed by the University’s Record Retention and Disposal Policy and Schedule.

User Accounts

User Accounts are disabled under the following conditions:

• All Accounts: 30 calendar days after password expiration.

• Employees (including full time and adjunct faculty, full time and part time staff):
  • Immediately upon receipt of separation notice.
  • If the account holder does not enroll in Duo Multi-Factor Authentication within 120 days of account creation.

 

• Contingent Workers (e.g., contractors):
  • Immediately upon notifice to disable from AU sponsor.
  • If the account holder does not enroll in Duo Multi-Factor Authentication within 120 days of account creation.

 

• Graduated Students: One calendar year after graduation date.
• Student Applicants: If account is not claimed within 18 months of creation.
• Admitted Students: If the account holder does not enroll in Duo Multi-Factor Authentication within 18 months of claiming the account.

Proxy Accounts

• Parent Proxy: 6 months after graduate date for student.
• System Proxy: Immediately upon receipt of separation notice or notice to disable from AU sponsor for the related account.

Account Deletion

Disabled User Accounts and all associated user data (including email and stored files) are permanently deleted:

• Students: One year after the account disable date, or upon opt-in to an alumni account.
• Employees: 30 days after notice of separation.
• Contingent Workers (e.g., contractors): 30 days after notice from AU sponsor to disable account.
• System Proxy: 30 days after receipt of notice to disable from the primary account owner.
• Administrative Hold: User data is retained if an administrative hold on the user account is in place.

NOTE: If a separation notice is not provided for an employee, contingent worker or system proxy account that is already disabled, the account will be deleted after one year.

Service Limitations

• University provided Google services have a total limit of 25 GB storage across all application services (e.g., Gmail, Drive, Photos, etc.).
• University provided Microsoft Office 365 services have a total limit of 25 GB storage across all applications (e.g., Outlook, OneDrive, etc.).

Alumni Services

• Up to one year after graduation, alumni may convert their student user account to an alumni account. Alumni accounts are eligible to utilize a university provided email forwarding service (with the @alumni.american.edu domain), continue to access Library services, and request transcripts.
• Visa holders (J1 or F1) may retain use of their student email account for 38 months after graduation.

Services for Emeritus Status

• Individuals granted Emeritus status are eligible to retain their AU user account and access to AU's General Systems for life, provided the account is in good standing with an unexpired password.

Exceptions

• All account holders must remain in good standing with the university to retain access to an AU user account.
• Any exceptions to this standard must be approved by the Chief Information Officer.