CS Account Removal

Revision as of 20:53, 17 January 2022 by Steve410 (talk | contribs) (→‎INTRO)

THESE ACCOUNT REMOVAL POLICIES ARE SUBJECT TO CHANGE IN THE FUTURE.

INTRO

Due to the number of CS Grad/Research Net and Ugrad Net Linux accounts we must maintain on our systems, when a person leaves CS, depending upon the circumstances, that person's CS account(s) may be removed.
This information is related to your CS account only. We are not referring to your JHED account which is maintained by JHU's IT group.
You can click your current status below to jump to the appropriate section of this doc.
CS PhD Students
CS Masters Students
CS Undergraduate Students
CS Class/Course Accounts
CS Combined/Concurrent Students
CS Faculty, Instructors, Researchers, Postdocs, etc.
CS Staff
IMPORTANT: Email Forwarding Will Be Removed When Your CS Account Is Removed

CS PhD STUDENTS

Your CS PhD (Grad) account will be up for removal no sooner than 3 years after graduation. (removal time subject to change.)
We will email your CS email account after those 3 years to let you know that your account will be removed and to remind you to download any files or email of yours still residing on our servers. You will have 2 months after that notification before your account is removed.
This means, if you want to receive notice of when your CS account is going to be removed, you must monitor your CS email account. You might consider forwarding your CS email to some place you will regularly see it, in case we send you an email about closing your account. (We generally do not send to your JHU email account or elsewhere for account removal notifications.)

Requesting An Account Extension

After you receive notice that your CS PhD account is being removed, you might still be able to request us to extend the time-frame for your account. You must notify us during the 2 months after we notify you that your account will be removed. And we will only extend accounts on a case-by-case basis, depending upon need. You'll need to have a CS Faculty sponsor to continue your account and you must have a specific JHU-related reason to do so (e.g., officially collaborating with that faculty member on a project, etc.)
  • If you're graduating now, please do not write us to request an account extension. We will contact you sometime after 3 years of your graduating from CS, when we are evaluating accounts to remove in order to discuss any account extension opportunities.

When we remove your CS PhD account, the following will also be removed

  • Home Directories: We will remove your CS home directories and all files within them.
  • Web Pages: We will remove any web pages you created in your account.
  • Email: We will remove any email/email folders that belong to your CS CS account
  • Additional Email Presence: Your CS email presence will be removed. Therefore, if you were forwarding your CS email elsewhere, that forwarding will go away when your CS account is removed. If you had us set up a forwarding mail alias for you, that alias will go away as well.

IMPORTANT PHD ACCOUNT REMOVAL NOTES:

  • Some CS PhD students also have a CS Ugrad account. That CS Ugrad account will be going away no sooner than 2 months after graduation, with no notice. So, make sure you remove what you need from your CS Ugrad account before you graduate.
  • If, at any time after you graduate, we find a security issue with your CS PhD account, we have the right to close your account. We typically try to contact you somehow to let you know what's going on, but, sometimes, that might not be possible.

Rules to follow to retain your CS PhD account after graduation, and if, in the future, we extend your PhD account.

To preserve resources for current CS students, once you graduate, there are a few rules in place you must follow, otherwise, your account may be removed with or without notice.
  • You must keep your use of CS disk space (your CS home directory) to a minimum, that is, the least amount of disk space absolutely needed.
  • You must check your CS email regularly for important messages from CS support regarding your account, your use of resources, other CS IT-related announcements, or for an eventual account removal email.
  • If you keep your CS email inbox local to our servers (i.e., you do not forward your CS email elsewhere), please keep your inbox below 100mb. That means, you'll need to clean it out regularly. But, you'll be checking your CS email regularly anyway, so this should not be a problem for you to maintain.


CS MASTERS STUDENTS

Your CS Masters account (and any associated CS Ugrad account you might also have-- some Masters students have both) will be up for removal no sooner than 2 months after graduation. (removal time subject to change.)
We will email your CS email account approximately one month (in some cases, two months) before your CS Masters account removal to let you know and to remind you to pull any files or email of yours still residing on our servers. This means, if you want notice of when your CS account is going to be removed, you must monitor your CS email account. You might consider forwarding your CS email to some place you will regularly see it, in case we send you an email about closing your account. (We generally do not send to your JHU email account or elsewhere for account removal notifications.)
Account extension: If you will be continuing in another educational program in the CS Dept (e.g., you are going for your CS PhD at JHU, please let us know as soon as possible so that we can continue to provide your CS account.)

When we remove your CS Masters account, the following will also be removed

  • Home Directories: We will remove your CS home directories and all files within them.
  • Web Pages:We will remove any web pages you created in your account.
  • Email:We will remove any email/email folders that belong to your CS CS account
  • Email Presence" Your CS email presence will be removed. Therefore, if you were forwarding your CS email elsewhere, that forwarding will go away when your CS account is removed. If you had us set up a forwarding mail alias for you, that alias will go away as well.

NOTES:

  • Please download any of your CS Masters (and CS Ugrad, if you have one) home directory files you need from the system before your CS Masters (and CS Ugrad) account is scheduled to be removed.
  • Please download any of your CS account email (your CS inbox) you need that resides on our mail server before your CS Masters account is scheduled to be removed. (This includes your CS Ugrad account's email, if you also have a CS Ugrad account.)


CS UGRAD STUDENTS

Your CS Ugrad account will be up for removal no sooner than 2 months after graduation. (removal time subject to change.)
If you switch out of a CS Major or Minor, your CS Ugrad account will be up for removal no sooner than 2 months after you've left CS. (removal time subject to change.)
We will email your CS email account approximately one month before your CS Ugrad account removal to let you know and to remind you to pull any files or email of yours still residing on our Ugrad servers. This means, if you want notice of when your CS Ugrad account is going to be removed, you must monitor your CS email account. You might consider forwarding your CS email to some place you will regularly see it, in case we send you an email about closing your account. (We generally do not send to your JHU email account or elsewhere for account removal notifications.)
Account extension: If you will be continuing in another educational program in the CS Dept (e.g., you are going for your CS Masters or PhD at JHU, please let us know as soon as possible so that we can continue to provide your CS account.)

When we remove your CS Ugrad account, the following will also be removed

  • We will remove your CS home directories and all files within them.
  • We will remove any web pages you created in your account.
  • We will remove any email/email folders that belong to your CS CS account
  • Your CS email presence will be removed. Therefore, if you were forwarding your CS email elsewhere, that forwarding will go away when your CS account is removed. If you had us set up a forwarding mail alias for you, that alias will go away as well.

NOTES:

  • Please download any of your CS Ugrad home directory files you need from the system before your CS Ugrad account is scheduled to be removed.
  • Please download any of your CS Ugrad email (your CS inbox) you need that resides on our mail server before your CS Ugrad account is scheduled to be removed.


CS CLASS/COURSE ACCOUNTS

If you're taking a CS class and have a CS class/course account, not a personal CS user account, your account will be up for removal no sooner than two months after the semester ends.
We do not offer retention opportunites for CS Class/Course accounts after the class has ended.
If you need a regular CS user account and you are a CS student or a CS faculty member has requested you to have a CS user account (not a class/course account), then, please see our page on obtaining CS accounts.

NOTES:

  • Please remove any files/email you need from the system before your CS class/course account is removed.
  • You will not receive a notification that your CS class/course account is being removed.


CS COMBINED/CONCURRENT STUDENTS

If you're in both the CS Ugrad and Masters programs at the same time, both your Masters and Ugrad accounts will be removed no sooner than 2 months after you've graduated from the Masters program.
When you're ready to graduate, please review the following two sections to see the process for account removal:
CS Masters Students
CS Undergraduate Students


CS FACULTY, INSTRUCTORS, POSTDOCS, RESEARCHERS (INCLUDING RESEARCH PROFESSORS, SCIENTISTS, RESEARCH ENGINEERS) ETC.

CS has a new policy for account removal for CS faculty, instructors, postdocs and researchers (that can include research professors, research scientists, and research engineers.) Your CS account will be up for removal no sooner than 3 years after you have left the department. (removal time subject to change.)
We will email your CS email account after those 3 years to let you know that your account will be removed and to remind you to download any files or email of yours still residing on our servers. You will have 2 months after that notification before your account is removed.
Remember, we will be sending notifications for CS account removal to your CS email only! This means, if you want to receive notice of when your CS account is going to be removed, you must monitor your CS email account. If you do not normally monitor your CS email, it is highly recommended that you consider forwarding your CS email to some place you will regularly see it, in case we send you an email about closing your account. (We do not send CS account removal notices to your JHU email account or elsewhere.)

Requesting An Account Extension

After you receive notice that your CS account is being removed, you might still be able to request us to extend the time-frame for your account. You must notify us during the 2 months after we notify you that your account will be removed. And we will only extend accounts on a case-by-case basis, depending upon need. You'll need to have a CS faculty or CS administrative sponsor to continue your account.
  • If you're planning to leave JHU, please do not write us to request an account extension at this time. We will contact you sometime after 3 years of your leaving CS, when we are evaluating what accounts to remove in order to discuss any account extension opportunities.

When we remove your CS account, the following will also be removed

  • We will remove your CS home directories and all files within them.
  • We will remove any web pages you created in your account.
  • We will remove any email/email folders that belong to your CS CS account
  • Your CS email presence will be removed. Therefore, if you were forwarding your CS email elsewhere, that forwarding will go away when your CS account is removed. If you had us set up a forwarding mail alias for you, that alias will go away as well.

IMPORTANT CS FACULTY, ETC. ACCOUNT REMOVAL NOTES:

  • Some CS Faculty, Etc. accounts on the CS Grad Net also have a CS Ugrad account. That CS Ugrad account will be going away no sooner than 2 months after you leave JHU, with no notice. So, make sure you remove what you need from your CS Ugrad account before you leave the CS Department.
    • If you're leaving CS and it is decided that your CS Grad/Research acct can remain, your CS Ugrad account will still go away.
  • If, at any time after you leave JHU, we find a security issue with your CS account, we have the right to close your account. We typically try to contact you somehow to let you know what's going on, but, sometimes, that might not be possible.

Rules to follow to retain your CS Faculty, etc. account after you have left the dept., and if, in the future, we extend your account.

To preserve resources for current CS-affiliated persons, once you leave the CS department, there are a few rules in place you must follow, otherwise, your account may be removed with or without notice.
  • You must keep your use of CS disk space (your CS home directory) to a minimum, that is, the least amount of disk space absolutely needed.
  • You must check your CS email regularly for important messages from CS support regarding your account, your use of resources, other CS IT-related announcements, or for an eventual account removal email.
  • If you keep your CS email inbox local to our servers (i.e., you do not forward your CS email elsewhere), please keep your inbox below 100mb. That means, you'll need to clean it out regularly. But, you'll be checking your CS email regularly anyway, so this should not be a problem for you to maintain.


CS Staff

CS Staff accounts will be removed at the direction/discretion of the CS administrative office. If it is decided to send a notice to you regarding your CS account removal, it would be sent either to your CS account by our CS IT staff or by a CS administrator to the address they choose.


Email Forwarding Is Removed When Your CS Account Is Removed

CS will no longer be fowarding emails for those no longer currently affiliated with the CS department. This includes both the use of the .forward file, mail aliases, and several dept-wide mailing lists you might be on.
Therefore, when your affiliation with the CS department is complete and your CS account is removed, any email forwarding that you (or the CS IT staff) have configured with your CS account will be removed.