Policies and Procedures

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Alumni Account Lifecycle Standard

Effective: August 5, 2026
Standard Review Date: August 5, 2027
Standard Executive: AVP/CIO
Responsible Office/Unit: Information Services and Security

Standard Statement: This standard provides rules for managing alumni accounts to protect the university’s information resources and reduce the risk of unauthorized access.

Applicability: This standard applies to all students enrolling or re-enrolling after a previous withdrawal, and all alumni who have been provided with university accounts.

Contents
Standard

(1)  Definitions

  1. Account Deactivation
    The final stage of the alumni account lifecycle, when the user’s account is disabled and associated data from the user’s workspace is permanently deleted.
  2. Account Management
    The process of controlling and managing user access to systems, applications, and data within an organization. It encompasses a range of activities, including creating, modifying, and deleting user accounts, assigning permissions, and enforcing security policies. Effective account management is crucial for maintaining data security, preventing unauthorized access, and ensuring compliance with regulations.
  3. Alumni Account
    The second stage of the alumni account lifecycle, when the account transitions to an "alumni" affiliation within the institution's systems. During this stage, alumni retain access to some student services, including email, library resources, and MyCWU.
  4. Alumni Account Lifecycle:The sequence of stages and associated actions to a university-provided account after a student graduates or leaves the institution. It encompasses the management of their account access, privileges, and associated services from the point of graduation or withdrawal until the account is disabled.
  5. Disabled Account
    An account that has been made inactive to enhance security and manage access. This prevents the user from logging in and accessing resources.
  6. Graduation/Separation
    The first stage of the alumni account lifecycle, when a student graduates or otherwise leaves the institution, and their student account is transitioned to an alumni account.
  7. User Workspace
    The university-provided digital workspace where you store files, access applications, and manage your work, teaching, learning, and research activities.

 

(2) Responsibilities

  1. Chief Information Officer (CIO):
    • Responsible for the operation, management, and oversight of the Alumni Account Lifecycle Standard and associated actions.
  2. Chief Information Security Officer (CISO):
    • Review and recommend changes to this standard at least annually or as needed to respond to changes within the university and the regulatory environment.
  3. Alumni
    • To be aware of this Standard and the dates when their accounts will be disabled and the data deleted.
    • To back up or retrieve any required content from their accounts before the deletion date.

 

(3) Alumni Account Lifecycle

Alumni Account Lifecycle
Stage Definition Duration
Graduation/Separation Date of graduation or end of last enrolled quarter N/A
Alumni status Beginning the day after Graduation/Separation 1 year
Deactivation/Deletion The account is disabled and associated user data is deleted N/A

    1. Students graduating or separating after the effective date of this Standard
      1. Students graduating or separating after the effective date of this standard will have access to their university data for one year after graduation or separation.
      2. Following this one-year period, the accounts are disabled and associated user data will be permanently deleted.
      3. Students are responsible for retrieving content from their account before deletion.
    2. Current Alumni
      1. Alumni who graduated or separated before the effective date of this standard will maintain access to their university data for one year after the original effective date.
      2. Following this one-year period, the account will be disabled and associated user data will be permanently deleted.
      3. Alumni must ensure they retrieve any necessary content from their accounts before deletion.
    3. Additional Conditions
      1. Return to Student Status - Alumni who return to active student status will have their existing CWU account re-enabled rather than issued a new account.
      2. Account Deactivation - Information Services reserves the right to deactivate any account if:
        1. The user is found to be in violation of university policy, or
        2. The account appears to be used in an unauthorized or suspicious manner
      3.  

    (4) Exceptions

    1. The Chief Information Officer (CIO) is authorized to approve exceptions to this standard when justified by operational, academic, legal, or institutional requirements.
      1. Exception requests must:
        1. Be submitted in writing via email to the Office of Information Security at security@cwu.edu.
        2. Include a clear description containing:
          1. The justification for the exception request
          2. The duration for which the exception is being requested
    2. Certain groups of alumni may qualify for exceptions based on institutional needs. Eligibility and duration for these alumni exceptions will be determined on a case‑by‑case basis and must follow the request and approval process outlined above.
    3. Exception Duration and Renewal
      1. Approved exceptions for individual alumni are valid for a maximum of six (6) months.
      2. Exceptions must be renewed prior to expiration to remain in effect. Renewal requests must include updated justification and follow the same submission and approval process.

    History: This original standard was recommended by the IS Leadership Team (ISLT) on 8/5/2026. Approved by the CIO on 8/5/2026.