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KUMC Procedure for Termination of User Email


To establish procedures for the termination of email access at the University of Kansas Medical Center (KUMC).

Applies to: 

 All faculty, staff, student workers and volunteers (Users) with KUMC email accounts.

Medical Center, Kansas City
Policy Statement: 

Email account termination after voluntary separation or retirement

User access to KUMC email will be disabled the day after the individual’s date of termination.  

After termination of email, the contents of the user’s email account will remain on the mail server for approximately (1) month, at which point the account will be deleted from the mail server as part of Information Resource’s routine account clean-up process.  

If a department wishes to send a temporary auto-reply after user access has been disabled, an account modification request can be submitted via the Account Request form.  

In limited circumstances, and if approved by the relevant vice chancellor, 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 termination date in their human resources record. There may be restrictions added to this extended access based upon the sensitivity, classification of the data contained within the user’s account, and other regulatory requirements.

Separation for dually-employed or student workers (who are KUMC students)

Upon separation of an employee who is dually-employed with the University of Kansas Health System (UKHS), in the event that the individual will remain employed by UKHS, access termination will be coordinated with UKHS to assure continued access to UKHS resources as appropriate. 

Upon separation of a student employee, access termination will assure continued access to the appropriate student and academic resources. 

Department access to email accounts after voluntary separation or retirement

Requests to grant access to an email account are subject to approval by Human Resources The email account will be available until the normal account clean-up process occurs.

Involuntary termination

In the event of involuntary termination, immediate account termination will be requested by Human Resources with notifications being provided to both the Information Resources Identity Management Team and the Information Security team.

Data transfers after separation  

Any transfer of, or granting access to, data from a KUMC email account or other network account must be handled in accordance with applicable KUMC privacy and security policies and related procedures.

Internal transfers

When a user transfers to a different work area, the account will be treated as a “rehire” and go through the account clean-up process, thereby removing access to any existing resources.

Exclusions or Special Circumstances: 

Email accounts for Emeriti

For retiring faculty members who have been awarded Emeritus/Emerita status, email account access may be sustained so long as the following criteria continue to be met, 1) the email account holder has a business need for the email account, 2) the email account holder has an active and current faculty appointment, 3) the email account holder is actively and routinely using their KUMC email account, and 4) the email account holder has successfully completed all annually required information security and compliance trainings.


Information Security 913-588-3333  kumc-security@kumc.edu

Approved by: 
Associate Vice Chancellor for Administration
Approved on: 
Thursday, April 6, 2017
Effective on: 
Thursday, April 6, 2017
Review Cycle: 
Annual (As Needed)
Access, account, research
Review, Approval & Change History: 

2017-04-04: new policy.

Information Access & Technology Categories: 
Information Access
Privacy & Security
Research and Sponsored Projects Category: 
Research and Sponsored Projects

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