Synopsis: This KB article outlines the automated de-provisioning process that removes enterprise ERP, directory, and email access from accounts that no longer have an active university affiliation due to graduation, leaving employment, retirement, or similar scenarios.
Audience: All students, faculty, employees, and external individuals with sponsored guest accounts.
When members of the UCF community—whether students, faculty, or staff—end their affiliation with the university, their digital identity undergoes a process known as Network ID (NID) account de-provisioning. This process automatically removes access from enterprise UCF systems and services. Grace periods for certain applications vary based on the individual's affiliation, as outlined in the following chart, which is governed by university policies, regulations, and agreements.
For students, de-provisioning begins after their last enrolled class. Access beyond the durations listed below are not available to students.
| STUDENTS | When will I lose access to email? | When will myUCF and my NID account be disabled? |
| General student | One year after the last enrolled class concludes. | Two years after the last enrolled class concludes. |
| International student enrolled in OPT | Up to 3.5 years based on OPT program end date. | Up to 3.5 years based on OPT program end date. |
| International J1 Scholars | 30 days after the DS2019 form’s end date. | 30 days after the DS2019 form’s end date. |
| Students with a financial obligation | One year after the last enrolled class concludes. | Three years after the last enrolled class concludes. |
| College of Medicine student | Two years after the last enrolled class concludes. | Two years after the last enrolled class concludes. |
For faculty and staff, de-provisioning access starts after the last day of employment (i.e., separation date). UCF encourages all community members to understand these distinctions to ensure they are informed before access is removed.
| FACULTY & STAFF | Access to myUCF and Workday | Access to email | How to request an extension to email access? |
| Retired faculty and emeriti who last signed in to their account between October 3, 2023 and October 4, 2024.1 | Access retained for 18 months after separation date. | Starting October 4, 2024, access removed one year from last login date. | No extension is required if login occurs at least once per year to maintain access. Each login extends account access for one additional year. |
| Retired faculty and emeriti who last signed in to their account prior to October 4, 2023.1. | Access retained for 18 months after separation date. | Access removed on October 4, 2024, unless an extension is requested. |
Login at least once before October 4, 2024, to automatically extend access for one additional year. At least one login must occur per year to maintain access. Each login extends account access for one additional year. - or - Submit a request to extend access via this ServiceNow ticket. |
| Faculty and emeriti who will retire after August 4, 2024.1 | Access retained for 18 months after separation date. | Access removed upon separation date, unless an extension is requested. |
Submit a request via this ServiceNow ticket. At least one login must occur per year to maintain access. Each login extends account access for one additional year. |
| Researchers who separate or plan to separate from the University.1 | Access retained for 18 months after separation date. | Access removed upon separation date, unless an extension is requested. |
Email gritservicedesk@ucf.edu to request ongoing read only access to email. At least one login must occur per year to maintain access. Each login extends account access for one additional year. |
| Adjunct/GTA/GRA | Access retained for 18 months after separation date. | Access retained for one year after separation date. | Not applicable. |
| Employees not listed in any other groups | Access retained for 18 months after separation date. | Access removed upon separation date. | Not applicable. |
| Contingent Workers | Access removed upon separation date. | Access removed upon separation date. | Not applicable. |
| Sponsored Accounts | Access removed upon separation date. | Access removed upon separation date. | Not applicable. |
| 1 Applies to faculty whose positions are or were represented by the UFF (in-unit faculty) as well as faculty who are not or were not represented by the UFF (out-of-unit faculty). | |||
The UCF Information Security Office (InfoSec) implements a process to automatically remove access from ERP systems, email, and directory services based on Student Information System actions, Human Resources actions, and sponsored account affiliation end dates. The timely actions of student records, HR professionals updating job records, and sponsors managing sponsored guest accounts drive the process of de-provisioning access.
Please Note: This process will not de-provision access from any user account with a future dated hire already processed.
The de-provisioning processes ensure that access is removed the day after the account’s termination or end date. The process runs daily to ensure timely de-provisioning, even for termination or end dates that fall on weekends or University holidays.
Automated de-provisioning will not impact requests to de-provision accounts at particular times and dates. Continue to contact the Information Security Office via confidential e-mail. The application security team can then take agreed-upon actions to remove account access until termination actions are processed in the HR system. Once the HR system is updated to reflect the employee’s new status, the automated process will de-provision access from the account. Once departments have verified that the account has been de-provisioned, please request the application security team to enable the NID so that the user can sign into base-level services such as the student information and HR systems.
If a department plans to rehire an instructor and the hire date is less than six months away, we recommend submitting the hiring forms now. An access grace period of one year following the account’s termination date is automatically granted to GTA, GRA, postdoctoral, and adjunct instructors.
If the individual is not an employee or contingent worker and is engaged with UCF, it is recommended to request a sponsored account for the individual. This can be done through the sponsored account request processes located here: https://sponsoredaccounts.infosec.ucf.edu.
The automated de-provisioning process will remove user access from enterprise UCF systems and services, including ERP Systems, Directory Security Groups, and Email including the Office 365 suite of applications (per the table above).
Requests can be submitted before or after the last working day. However, it is recommended to submit requests prior to the last working day for continuity of operations.
Please contact the person you are working with or the dean, VP, director of your former department so that they can ensure your engagement with the university is appropriately represented in the system.
Students get access to wireless (UCF WPA2) only during the term in which they are enrolled in class. “Guest Wi-Fi” is accessible to on campus visitors.
Submit a ServiceNow request for access to VPN: ISO Application Access Request
Contact the Registrar’s office to update your personal information.
Managers can request a quick turnaround de-provisioning by submitting a ticket with the UCF IT Support Center.
The individual needs to be on proposal (proposal submitted but not accepted helps), award or paid on research project.
Retirees covered by CBA will be able to submit ServiceNow form.
Researchers will have to contact Office of Research at gritservicedesk@ucf.edu, and if found eligible, they will submit request.
Students will be able to login and print 1098T for up to 3 years after the end of the last enrolled semester. After three years, the student financials office can print and mail 1098T. Please click on the following link for contact information Student Account Services
Yes, your mailbox will be archived, and all your email will be moved to the “archive” folder. You will still have access to it through the archive folder. All new E-mails will be delivered into “inbox” folder.
You will lose access to UCF resources the day after your contract or sponsored account end date.
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