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University Policies

University Policies

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ROWAN UNIVERSITY POLICY


Title: Alumni Offboarding Policy 
Subject: Information Resources and Technology 
Policy No: IRT:2019:01
Applies: University-Wide
Issuing Authority: Senior Vice President for Information Resources and Technology and Chief Information Officer 
Responsible Officer: Senior Vice President for Information Resources and Technology and Chief Information Officer & Senior Vice President for University Advancement
Date Adopted: 05/02/2019
Last Revision: 09/26/2025
Last Review: 09/26/2025

I. PURPOSE

This policy is intended to outline and define offboarding expectations relating to Rowan NetID accounts and other related systems and services for past, present, and future alumni from Rowan University.

II. ACCOUNTABILITY

Under the direction of the President, the Chief Information Officer, Senior Vice President for University Advancement and the Information Security Officer shall ensure compliance with this policy.

III. APPLICABILITY

  1. This policy applies to all past, present, and future alumni that have no other active affiliation (e.g. employee, student, affiliate) with Rowan University.

  2. This policy is retroactive and will supersede any previous agreements, policies and procedures relating to alumni from Rowan University.

  3. Any and all conflicts regarding this policy will be resolved at the discretion of the Division of University Advancement and the Division of Information Resources & Technology.

  4. This policy may be superseded by the Separated and Retiring Employee Offboarding Policy as defined in section III.1 of the previously mentioned document.

  5. This policy is subject to change as the needs of the University community evolve.

IV. DEFINITIONS

Refer to the Rowan University Technology Terms and Definitions for terms and definitions that are used in this policy.

V. POLICY

  1. NetID Accounts - All alumni with no other active affiliations (e.g. employee, student, affiliate) will have their Rowan NetID account access terminated revoked 12 months after the date of degree conferral as noted in Banner. Once access is terminated, all alumni will lose access to any and all Rowan University resources that require a Rowan NetID account. This includes, but is not limited to: email access (Google, Exchange), Google Apps, Home Directories (H: Drive), VPN access, computer resources (computer labs and HPC resources), Citrix (RowanCloud), Office 365, library resources and any other resources requiring authentication with a Rowan NetID account. Separated and retiring employees, as defined in the Separated and Retiring Employee Offboarding policy, may be subject to immediate alumnus/a account termination.

  2. Student Email - All mail sent to an individual’s rowan.edu or students.rowan.edu address after the Rowan NetID account termination will not be received or forwarded to the intended individual.

  3. Data Export - All alumni with an active Rowan NetID account are eligible to download and export data from select Rowan University managed services. At present this service is limited to Google Takeout to transfer Google Apps data from Rowan University to a Google Takeout supported service (Google Drive, Dropbox, Microsoft OneDrive).

  4. Account Extensions - All alumni may request an account extension of no greater than 14 days. This request must be reviewed and approved by the Information Security Office. All requests must be received no fewer than seven days before the Rowan NetID account termination through the Rowan Support Portal.

VI. POLICY COMPLIANCE

Volations of this policy may subject the violator to the removal of system access or disciplinary actions, up to or including termination of employment or dismissal from a school, subject to applicable collective bargaining agreements and may subject the violator to penalties stipulated in applicable state and federal statutes. Sanctions shall be applied consistently to all violators regardless of job titles or level in the organization per the Acceptable Use Policy.  Any exceptions to this policy must be approved by the Information Security Office.


By Direction of the CIO:

Mira Lalovic-Hand,
SVP and Chief Information Officer

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