This article summarizes what happens to your online access once you leave DePaul University and/or your role becomes inactive. It also details when these access changes take effect.
Access depends on your active affiliation(s) with DePaul, meaning it is derived from your role (e.g. faculty, staff, student, alumni, retiree, or other affiliate). When you no longer have an active role, your access will either end immediately, or it may continue for an extended period (known as a grace period) for users with certain roles.
People can have more than one role at the same time. In that case, a status change that ends one of your roles will only affect access that is based on that role. For example, when a student graduates they will still have an active alumni role. However, that active role does not provide them the same access as when they were a student. All DePaul students are provided a BlueM@il account, along with access to services in Microsoft 365, such as permission to run Office applications, OneDrive storage, etc; once a student graduates, that access also expires.
A few other examples of this would be that of a staff or faculty member who retires or an employee who leaves but is still an active student. These role transitions affect access.
When employees (Staff, Faculty, and Student Employees) leave DePaul (i.e. they have no more active jobs at the University), the following changes occur:
- DePaul Email - The user will lose access to their DePaul email, unless they are an active student or they have met the official retirement requirements and have requested from DePaul HR to retain their DePaul email. Active students and official retirees will retain their DePaul email so long as they maintain those active roles, but their description in Outlook address book will be changed to reflect their new primary role.
- General System Access - All non-standard/non-self-service access in DePaul's administrative systems (e.g. PeopleSoft CS/Campus Connect, BlueSky, ServiceNow, SharePoint, etc.) will be removed after the employee's last day. The exception to this is for DePaul faculty, who will retain the Instructor role in Campus Connect, in case they need to do any grade updates at a later time (e.g. Change of grades, completion of approved Incompletes, etc.).
- Electronic Files - Access to U/W and DePaul OneDrive content will be removed after the employee's last day. Additionally, the user will lose access to their DePaul computer and all files stored on the computer. Employees should work with their manager and/or relevant members of their team(s) to move any DePaul-related content on their DePaul computer, U: drive, and DePaul OneDrive to other locations (e.g. department/group W: Drive folders, another user's OneDrive, a team SharePoint site, etc.). The employee should also make sure to save any personal content they wish to retain on a personal thumb drive, external hard drive, or personal cloud storage platform before their last day.
- DePaul Computers - Access to DePaul lab computers and the ability to log into DePaul's WiFi system will be lost, unless the user is an active student, alumnus, or retiree.
- ID Card - ID Card swipe access to DePaul facilities will be removed after the employee's last day (with the exception of active students and alumni who retain access to certain areas).
- Library Resources - Access to DePaul library resources is removed (with the exception of active students, and retirees who may retain access to certain content).
- D2L - Former employees will still be able to log into D2L, and will retain access to classes they taught or were a student in. However, classes are archived out of D2L after a period of time (usually after 3 years). Users are strongly encouraged to export any content they wish to retain to a personal thumb drive, cloud storage platform, or external hard drive.
- DePaul Email - DePaul students who are no longer affiliated with DePaul will lose their access to their DePaul email account and the content in the mailbox, but it is not immediate. Students who graduate from DePaul will be granted a grace period of one year after their degree conferral date before they lose access to their mailbox. Students who are no longer active due to discontinuation or withdrawal will be granted a grace period of 45 days.
- Electronic Files - Access to DePaul OneDrive content will be removed after the student leaves DePaul.
- Library Resources - Access to DePaul library resources is removed for non-active students.
- ID Card - ID Card swipe access to DePaul facilities will be removed for students not enrolled in a term (with the exception of alumni who retain access to certain areas).
- D2L - Former students will still be able to log into D2L, and will retain access to classes they were a student in. However, classes are archived out of D2L after a period of time (usually after 3 years). Users are strongly encouraged to export any content they wish to retain to a personal thumb drive, cloud storage platform, or external hard drive.
- DePaul WiFi - DePaul Alums may make use of the DePaul WiFi system when they visit. The DePaul BlueKey account will continue to function for DePaul Alums.
Other affiliates are those individuals that are not traditional members of the DePaul community (e.g. Contractors, Temp workers, Visiting Faculty, Non-DePaul students taking DePaul classes, Interns, etc.). These users will lose access to all DePaul resources when their official affiliation status is no longer active.