Account Durations for Employees and Students

This article describes the account deactivation time frames for MSU students and employees. This article only addresses the major MSU systems. All dates and time frames are subject to change. 

Employees - Account Durations
Students - Account Durations

Employees - Account Durations

Employees with questions regarding the Employee Clearance Record (ECR) process should contact Human Resources.
 

myGate/Banner

Deactivation: 365 days after "Last Date of Paid Employment" OR May 1 of the following year, whichever comes last.

► The employee's last W-2 will be mailed to the Permanent Residence (PR) address on file, or provided by the employee to Human Resources during the Employee Clearance process.
 

Email/Google

Deactivation: 60 days after "Last Date of Paid Employment."

► This includes all MSU Google applications such Mail, Calendar, Drive, and Photos. Any content stored in an MSU Google application will be deleted.
► The separating employee should work with their department to transfer ownership of any Google Drive content if the department may still need access.
Retirees will have continued access to email. Information Systems will follow up with retirees once a year to verify they are still actively using their @murraystate.edu email account.
 

Canvas/Zoom

Deactivation: End of "Last Day Worked."

► Courses, grades, and content will not be deleted, but will be inaccessible once access is removed.
► Zoom recordings, including those for class work via Canvas, will be permanently deleted. Instructions for downloading Zoom recordings is in the Using Zoom Recordings in a Canvas Course article. 
 

Network/Library Online Resources

Deactivation: End of "Last Day Worked."

► This includes access to log onto any MSU computer on campus.
► This includes access to the MSUemployee and other wireless networks.
► This includes access to online library resources, such as databases.
 

Students - Account Durations

myGate

Deactivation: 2 years after the end of the student's last enrolled term.

► Students will retain access for 2 years so they can enroll in classes. After two years, students will have to reapply for admission to Murray State University.
► During this two year period, former students can still use myGate to access their unofficial transcript. Once myGate access has been terminated, former students can order transcripts from the National Student Clearinghouse. 
 

Email/Google

Deactivation: 2 years after the end of the student's last enrolled term.

► This includes all MSU Google applications such Mail, Calendar, Drive, and Photos. Any content stored in an MSU Google application will be deleted.
 

Canvas

Deactivation: To be determined.

► Courses, grades, and content will not be deleted, but will be inaccessible once access is removed.
 

Network

Deactivation: 2 years after the end of the student's last enrolled term..

► This includes access to log onto any MSU computer on campus.
 

Library Online Resources

Deactivation: End of the student's last enrolled term for the library's online resources.

► This includes access to online library resources, such as databases.

 

Details

Article ID: 157768
Created
Wed 9/6/23 2:27 PM
Modified
Thu 10/12/23 11:10 AM