Savanna Hoffman
Managing student accounts after students have left a university is a complex process. While some universities deactivate student accounts after graduation, allowing alumni to reactivate them to access resources, others completely delete accounts after a certain period of inactivity. This raises questions about data protection, convenience, and preventing the misuse of accounts. There are also technical challenges, such as ensuring that new students do not inherit the data of former students with the same name.
| Characteristics | Values |
|---|---|
| Reasons for deletion | To protect from lawsuits, prevent identity mix-ups, and to avoid misuse of the account |
| First steps | Disable accounts in the local directory, then suspend in Google |
| Next steps | Decide whether to delete accounts entirely or keep them deactivated |
| Deactivation benefits | Allows alumni to access transcripts and other resources |
| Google account deletion | Recoverable for 20 days, after which data may still be retrieved from the vault |
| Google account suspension | Can be suspended indefinitely, but Google+ posts and comments may be deleted after 30 days |
| Google account transfer | Graduating students can transfer their data to a personal account |
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What You'll Learn
Deactivation vs deletion
When a student leaves an educational institution, the institution must decide what to do with the student's digital accounts. There are several options available, including account deactivation and deletion.
Deactivation is a common approach, where the student account is disabled but not deleted. This allows the student to reactivate the account if needed, such as for accessing alumni resources or transcripts. Deactivation can also help protect the institution from potential lawsuits. However, deactivated accounts can still be vulnerable to malicious activity. Additionally, the institution must consider how long they plan to keep the deactivated accounts before eventually deleting them.
On the other hand, account deletion offers a more permanent solution. When an account is deleted from a system, such as Google, it is generally unrecoverable after a certain period, usually around 20 days. However, the data associated with the account may still be retrievable from the system's vault, depending on various factors such as whether the email has been reassigned. Deletion ensures that the account is no longer accessible, reducing the risk of misuse or security breaches.
One challenge with deletion is ensuring that another student with the same name does not inherit the deleted account's data when they enrol. This can occur if the local directory account is not properly disconnected from the Google account before deletion. To prevent this, it is recommended to keep the local directory account as long as the Google account is active and perform deletion from both systems simultaneously.
In conclusion, both deactivation and deletion have their advantages and considerations. Deactivation provides flexibility and convenience for alumni but requires ongoing management and security measures. Deletion offers a more permanent solution, reducing the risk of misuse, but institutions must carefully manage the process to ensure data privacy and avoid potential issues with account reconnections. The decision between deactivation and deletion depends on the institution's specific needs, policies, and priorities regarding student accounts.
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Data protection
When it comes to data protection, universities have to balance providing alumni with access to their records and protecting personal information. Most universities will hold student records for as long as possible, but there are ways to ensure data protection when it comes to old student accounts.
Firstly, it is important to decide on the end goal for the student accounts. Some universities may want to give students the opportunity to transfer their email and data from their school account to a personal account. This can be beneficial as students may have used their school email for college applications and will need to access it to communicate with the colleges they have applied to. However, it may be preferable to help students transition to their own personal email accounts to eliminate any opportunity for misuse once they are no longer connected to the university.
Secondly, there is a challenge in keeping old student accounts open due to the potential for another student with the same name to inherit someone else's data when they enrol. This can be avoided by keeping the local directory account as long as the Google account is kept, and deleting both at the same time. Additionally, ensuring that the student's status is changed after graduation can help. This can be done by marking the student as withdrawn, changing their enrollment status to 'Graduate', or moving them into a different organizational unit (OU) in the local directory, which then drives the user to be moved into a different OU in Google, with limited access.
Thirdly, disabling accounts in the local directory and suspending them in Google is a good first step. However, it is important to note that suspended accounts can stay suspended indefinitely, and data such as emails, documents, and calendars will not be deleted. If an account is deleted from Google, it is only recoverable for 20 days after deletion, after which the data can still be retrieved from the vault if the email hasn't been reassigned.
Finally, students should have the option to request the deletion of their personally identifiable information, and universities should comply within a reasonable timeframe and as required by applicable law. This may include closing the student's account, which will restrict their access to scores and other account activities.
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Student transfers
When a student transfers from one university to another, the original university may retain the student's account for a period of time before deactivation or deletion. This is to allow the student to access important resources, such as transcripts, which may be needed for their transfer application. The duration for which the account remains active can vary, and some universities may keep student records indefinitely.
To ensure a smooth transition for the transferring student, the original university may provide an opportunity for the student to transfer their email and data from their school account to a personal account. This is particularly important if the student has used their university email for college applications and needs to maintain access to communicate with the institutions they have applied to.
However, to prevent potential misuse, it may be advisable for the university to assist the student in transitioning to a personal email account. Additionally, retaining student accounts for an extended period may pose security risks, as malicious actors could target these inactive accounts.
Universities can employ various methods to manage student accounts after a student leaves. One approach is to disable the account in the local directory and then suspend it in Google. Another method is to change the student's status or enrollment grade, which can trigger an automated process that moves the student account to a different organisational unit (OU) in the local directory and subsequently in Google, restricting access to certain applications.
Ultimately, the decision to delete or retain student accounts after a transfer depends on the specific policies and practices of the university, as well as the local and state regulations governing student data and privacy.
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Suspending Google accounts
When it comes to suspending Google accounts for students who have left the university, there are a few key considerations and steps to keep in mind. Firstly, it is important to understand the difference between suspending an account and deleting it. Suspending a Google account means temporarily blocking a user's access to the organisation's Google services, such as Gmail, Google Drive, and Google Calendar. On the other hand, deleting a Google account would involve permanently removing the account and all associated data.
Before suspending or deleting any student accounts, it is crucial to determine the university's end goal for the student's data. Some universities may want to give students the opportunity to transfer their emails and data from their university account to a personal account. Google provides a mechanism for this through their "Allow graduating students to transfer their data" support article. This allows students to maintain access to important information, such as college applications, and ensures they can still communicate with the relevant institutions.
To suspend a student's Google account, the university's IT administrators can follow these steps:
- Sign in with an administrator account to the Google Admin console.
- Locate the student's account page.
- On the left side of their account page, click "Suspend user".
- Click "Suspend" to confirm the action.
It is important to note that suspending a Google account does not delete the user's data. Their emails, documents, calendars, and other data will remain intact. However, new email and calendar invitations will be blocked during the suspension. Additionally, if the student was using Google Chat, they will be able to continue participating in any ongoing chat sessions until those sessions are ended.
In some cases, universities may prefer to disable the student's local directory account before suspending their Google account. This ensures that another student with the same name does not inadvertently inherit the previous student's data. By using tools like GAM (Google Accounts Manager) or Google Cloud Directory Sync, universities can automate and streamline the process of suspending multiple student accounts simultaneously.
By following these steps, universities can effectively manage and suspend Google accounts for students who have left the institution, ensuring data privacy and security while also providing students with the opportunity to transfer their important data to personal accounts if needed.
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Directory accounts
When it comes to directory accounts, there are a few different approaches that universities may take. In some cases, universities may choose to deactivate or suspend student accounts after graduation rather than deleting them entirely. This allows alumni to continue accessing resources such as transcripts, which can be useful for job applications. Additionally, some students may have used their school email addresses for college applications and other important correspondence, so maintaining access to these accounts can be beneficial.
However, there may be situations where universities do delete old student directory accounts, especially if there are concerns about data storage limits or potential lawsuits. For example, Washington State law (RCW 42.52.160) specifies that computer accounts can only be made available to current students, faculty, and staff, requiring the deletion of accounts for those who are no longer affiliated with the university.
To ensure a smooth transition, universities may provide a grace period before deleting accounts. During this time, students can forward important emails, save files, and update their contact information with prospective employers or other relevant parties. The duration of this grace period can vary, with some universities retaining accounts for one quarter after a student unenrolls from classes, excluding the summer quarter.
It is worth noting that the management of student accounts can vary between universities, and there may not be a uniform approach. Some universities may choose to keep student records and accounts for extended periods, while others may prioritize data protection and space by deleting inactive accounts after a certain period. In some cases, automated processes are used to manage these accounts, disabling any account that is no longer enrolled or present in the student information system.
To summarize, the handling of directory accounts for old students varies among universities. While some institutions deactivate or suspend accounts to provide ongoing access to alumni, others may delete accounts to comply with legal requirements or manage data storage concerns. Universities often provide a grace period before deletion to allow students to retain important information, and automated processes can assist in managing these accounts efficiently.
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Frequently asked questions
Universities may delete old student accounts to protect themselves from lawsuits and to prevent data breaches.
Most universities give students the option to transfer their email and data from their school account to a personal account. This is to ensure that alumni can still access important information such as transcripts, which may be requested for job applications.
The process of deleting old student accounts can vary depending on the university's IT infrastructure. A good first step is to disable the accounts in the local directory and then suspend them in Google. However, it is important to note that accounts that are deleted from Google are only recoverable for 20 days after deletion.
One challenge is ensuring that another student with the same name does not inherit someone else's data. Additionally, there may be costs associated with storing inactive accounts, and universities may want to consider the convenience of students who may need to access alumni resources.
