Account Retention Standards
The timelines below outline the Email account lifecycle following the end of active affiliation with the University. They identify when accounts transition to Email Only Access and when accounts are suspended or retired in accordance with University standards.
Note: These standards are subject to change
Applicants
Applicant Account Lifecycle Phases
| Timeline |
Lifecycle Phase |
Service Impact |
| Day 1 (application) |
Active Affiliation |
Email and Workspace are provisioned. |
| Census Date (not enrolled) |
Account Retirement |
User sign-in is disabled. Account transitions to Archive. |
Fresno State Students (Graduated)
Student Account Lifecycle Phases
| Timeline |
Lifecycle Phase |
Service Impact |
| Day 0 to Day 90 |
Affiliation Ends |
Email and Workspace access are retained to export or transfer eligible data to a personal account. |
| Day 91 to Day 730 |
Email Only Access |
Account transitions to Email Only Access (no Workspace access). Email Only Access is retained for up to 2 years post-graduation (capped at 10 GB). |
| Day 730 (2 Years) |
Account Retirement |
User sign-in is disabled. Account transitions to Archive User status. |
Fresno State Students (Non-returning)
Non-returning Account Lifecycle Phases
| Timeline |
Lifecycle Phase |
Service Impact |
| Day 0 (Semester Ends) |
Email Only Access |
Account transitions to Email Only Access (no Workspace access). |
| Day 730 |
Account Retirement |
User sign-in is disabled. Account transitions to Archive. |
Lecturers (Part-time or full-time temporary faculty)
Lecturers Account Lifecycle Phases
| Timeline |
Lifecycle Phase |
Service Impact |
| Day 0 (contract end) to Day 365 |
Data Export Transition Period |
Email and Workspace access are retained to export or transfer eligible data to a personal account or contract renewal. |
| Day 365 (contract not renewed) |
Account Retirement |
User sign-in is disabled. Account transitions to Archive User status. |
Separated Employees (Faculty, Staff, or Administrators who are separated and non-retired)
Separated Employee Account Lifecycle Phases
| Timeline |
Lifecycle Phase |
Service Impact |
| Day 0 |
Affiliation Ends |
Email and Workspace access end. |
| Day 30 |
Account Retirement |
User sign-in is disabled. Account transitions to Archive. |
Retired Employees (Faculty, Staff, or Administrators with official retired status)
Retired Employees Account Lifecycle Phases
| Timeline |
Lifecycle Phase |
Service Impact |
| Day 0 |
Affiliation Ends |
Institutional data in Shared Drives remains with the University. |
| Day 0 to Day 30 |
Data Export Transition Period |
Export or transfer eligible data to a personal account. |
| Day 30 to Day 730 |
Email Only Access |
Account transitions to Email Only Access (no Workspace access). Email Only Access is retained for up to 2 years (capped at 10 GB). |
| Day 730 |
Account Retirement |
User sign-in is disabled. Account transitions to Archive. |
Emeritus Faculty and Administrators (HR Designated Emeritus designation)
Emeritus Faculty and Administrators Account Lifecycle Phases
| Timeline |
Lifecycle Phase |
Service Impact |
| Day 1 |
Active Affiliation |
Email and Workspace access are retained per policy. Access to Shared Drives is not automatic and requires an approved exception. |
| Day 0 to Day 90 |
Data Export Transition Period |
Export or transfer eligible data to a personal account. Total Email and Workspace storage is capped at 20 GB. |
Affiliates, Temporary Staff, and University High School Employees
Includes Auxiliaries, contractors, volunteers, persons of Interest, and temporary workers
Affiliates, Temporary Staff, and University High School Employees Account Lifecycle Phases
| Timeline |
Lifecycle Phase |
Service Impact |
| Day 0 |
Affiliation Ends |
Email and Workspace access end. |
| Day 30 |
Account Retirement |
User sign-in is disabled. Account transitions to Archive. |
University High School Students
University High School Account Lifecycle Phases
| Timeline |
Lifecycle Phase |
Service Impact |
| Day 0 (Graduation) |
Data Export Transition Period |
Export or transfer eligible data to a personal account or matriculation at Fresno State. |
| Census Date (not enrolled) |
Account Retirement |
If not matriculating, user sign-in is disabled. Account transitions to Archive. |
Bulldog Bound (High School Students)
Bulldog Bound Account Lifecycle Phases
| Timeline |
Lifecycle Phase |
Service Impact |
| High School Student |
Email Only Access |
Account has email-only access (no Workspace access). |
| High School Graduation |
Data Export Transition Period |
Account remains active to export or transfer eligible data to a personal account or matriculation at Fresno State. |
| Census Date (not enrolled) |
Account Retirement |
If not matriculating, user sign-in is disabled. Account transitions to Archive. |
Extended Education Students
Extended Education Students Account Lifecycle Phases
| Timeline |
Lifecycle Phase |
Service Impact |
| Census Date (not enrolled) |
Account Retirement |
User sign-in is disabled. Account transitions to Archive User. |