access.caltech Account Closures

What Individuals Need to Know
 
Students
‚Äč
Student accounts are removed annually in the fall. Students receive two notifications over the period of approximately four weeks prior to account removal, to allow time for setting up mail forwarding and transferring personal data from Caltech servers. IMSS continues forwarding email for one year, subject to annual renewal.
 
For instructions on how to set up email forwarding, visit https://www.imss.caltech.edu/email-forwarding.
 
Non-Students
 
For standard terminations, access to email, personal calendar, OneDrive for Business, and Box is retained for one month after the termination date, to allow time for downloading or transitioning any personal data and setting up email forwarding. IMSS continues forwarding email for one year, subject to annual renewal. Managers, at their discretion, may request an exception to this process.
 
For instructions on how to set up email forwarding, visit https://www.imss.caltech.edu/email-forwarding.
 
Hosted Accounts (Clubs, Organizations, Classes)
 
Hosted accounts are valid for one year. These accounts can be renewed at the request of their host. Hosts must be current students, staff or faculty members. Prior to leaving Caltech, the host must contact the IMSS Help Desk (https://help.caltech.edu, help@caltech.edu or x3500) to request closure of the account or to provide the contact information of the new host.
IMSS offers one year of email forwarding to hosted accounts once the account is closed. Before the account's closure date, set up email forwarding by logging in to https://access.caltech.edu and using the "My Account" application under the "Self Service" section.
 
What Managers Need to Know
 
Account Termination Practices for access.caltech Accounts
 
A standard termination, as described below, is our routine process for closing the account of a campus employee who separates from the Institute in good standing.
 
Standard Termination
 
Once you have notified Human Resources of a termination, Human Resources will notify IMSS. IMSS will partially disable the employee's account by removing access to Oracle, SharePoint, departmental or group shared folders, and similar resources. Access to email, personal calendar, OneDrive for Business, and Box is retained for one month after the termination date, giving the employee time to download or transition any personal data. If appropriate, IMSS provides email forwarding for one year, subject to annual renewal.
 
One month after the termination date, the employee's account will be completely disabled and access to all remaining IMSS services will end. IMSS will retain the employee's data files and email for six months after the date of termination. This is helpful in the event that the employee is reinstated, or the Institute requires access to this information. Any access to a current or former employee's files and email is subject to the approvals outlined in Caltech's Acceptable Use Policy for Electronic Information Resources.
 
Exception Requests
 
Exception requests can be made to disable all access upon termination, or to extend account access past the one month period.
 
To request extended access for a former employee, please submit an exception request at https://help.caltech.edu, request type IMSS > Accounts > Account Extension Request Form.
 
Urgent requests for immediate termination of all access should be made through Employee & Organizational Development (626-395-6382, 367 S. Holliston Ave., Room 206.)