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About WUSTL

Compliance & Policies

Email Account Creation, Usage, and Termination

This guideline covers the creation, deletion and usage of email.

Creation

Email accounts can be created for all faculty and staff at Washington University in St. Louis. In addition, school or dean-level recognized departments, programs, centers, or groups can request email accounts from the appropriate IT Department.

Deletion

  • Faculty who are dismissed: Faculty who are terminated for cause should have email privileges terminated immediately upon the appropriate IT Department being notified by Human Resources, the department chair, or the school dean. After termination of access, the contents of the email account should be archived for a minimum of one (1) month at which point the account should be deleted from the mail server.
  • Faculty who leave before retirement: If approved by the department chair or school dean, faculty who leave the university for another position can maintain access to their account for up to six (6) months after the last semester they taught. After termination of access, the contents of the email account should be archived for a minimum of one (1) month at which point the account should be deleted from the mail server.
  • Faculty who retire: Faculty who retire from the university may keep their account for “life.” A request from the faculty member must be made to the department chair or school dean within one month of retirement. Once the appropriate IT Department is notified of the faculty members passing, the contents of the email account should be archived for a minimum of one (1) month at which point the account should be deleted from the mail server.
  • Staff members who are dismissed: Staff who are terminated for cause should have email privileges terminated immediately upon the appropriate IT Department being notified by Human Resources, the department chair, or the school dean. After termination of access, the contents of the email account should be archived for a minimum of one (1) month at which point the account should be deleted from the mail server.
  • Staff members who leave: If approved by the department chair or school dean, staff who leave for another opportunity or retire can maintain access to their email account for up to one (1) month after the effective date in their human resources record. After termination of access, the contents of the email account should be archived for a minimum of one (1) month at which point the account should be deleted from the mail server.
  • Staff or faculty who are Washington University alum will be eligible to retain their @wustl.edu address and their GO account.

Usage

Email is to be used principally to conduct university business. As a matter of convenience, the university does allow personal use of email systems provided that it does not interfere with university business or create identifiable cost to the university.

Each user is responsible for using the email systems in a professional, ethical, and lawful manner. Unacceptable and inappropriate behavior includes, but is not limited to:

  • Forged Mail
  • Intimidation/Harassment
  • Unauthorized Access
  • Unlawful Activities
  • Chain Letters/Junk email/SPAM
  • Hoaxes
  • Viruses
  • Commercial Activities

Updated April 1, 2013.