Student Computing Accounts Expiration

An explanation of Accounts Lifecycle from ACTIVE to REMOVED

Everything begins with your student ID number. After getting your student ID number from the Registrar’s Office (RO), one of the first things that you will do is create a Passport York username to associate with that student number. This username will show up in your York email address and other computing accounts (FAS, Google Apps at York, Mymail email, etc.). Your status as a student with the RO (i.e. registered in courses, paid minimum fees, requirements met, etc.) is essentially driving the state of your computing accounts. The following is a short list of the four possible states that your computing account may have:

  1. When your computing accounts are ACTIVE
  2. After you choose your username, the system will automatically assign and grant you computing accounts access based on the type of student you are, such as FAS, Google Apps at York, Mymail email, etc. The ‘active’ state of your computing accounts comes from being an enrolled and current student according to the RO. This is the most common state of computing accounts when you are a first year, second year, third year, fourth year, Graduate student, non degree, etc.

  3. When your computing accounts are ACTIVE (EXPIRING)
  4. If for any reason you are no longer an active student with the RO (e.g. no longer taking courses, unpaid fees, requirements not met, finished school, graduated, etc.) then your computing accounts will transition from an ‘active’ state to an expiration process. The first step of the expiry process is a system generated message being sent to your York email account (the very account that is expiring) explaining that you are no longer an active student according to the RO records. At this time, it is determined that your computing accounts are both ‘active’ and in an ‘expiring’ state. Functionally speaking, your accounts will still work, behave normally, and you will not notice anything different with using your account, but the expiry process has essentially started. When computing accounts are in this ‘active’ & ‘expiring’ state, you can still become an active student again with the RO (e.g. register in a course, pay minimum fees, etc.) and your computing accounts will return to ‘active’ once again. What can I do at this point?

  5. When your computing accounts are CANCELLED
  6. The next step of the expiration process is the ‘cancelled’ state where your computing accounts are still present but you cannot access them i.e. your email account can receive emails, but you cannot login to the account to read your emails. When computing accounts are in this ‘cancelled’ state, you can still become an active student with the RO (i.e. registered in courses, paid minimum fees, etc.) and your computing accounts will return to the ‘active’ state once again. If no action is taken to become an active student again, the next state of the computing accounts will be ‘removed’ (which means they will be deleted/unrecoverable).

  7. When your computing accounts are REMOVED
  8. The final state of the expiration process is called the ‘removed’ state where computing accounts are deleted and unrecoverable i.e. your email account no longer exists and if anyone sends an email to it, it will bounce back. If you come back as a student after this state has occurred, you will have the computing services that you would normally have access to as an active student, but the accounts will be empty as if they were brand new accounts.

What can I do with my computing accounts before they go CANCELLED?

Based on what type of computing account you have, see which of the following apply to you:

  • Setting Vacation Message on Google Apps at York
    Instructions for setting a vacation message for undergrad students on mail.my.yorku.ca is available here.
  • Setting Vacation Message on Mymail
    Instructions for setting a vacation message for grad students on mymail.yorku.ca | oldmymail.yorku.ca is available here. If you use Mymail (mymail.yorku.ca) you can only set a vacation message for your account via oldmymail.yorku.ca.
  • What can I do about my email?
    The easiest thing to do while you can still log into your account is to go into your email account and forward any important emails you have to your own personal email account (gmail, hotmail, yahoo, etc.).
  • Accessing your FAS Account
    Instructions for accessing your FAS account to make a copy of your files/document (if you used lab computers, library computers, or WebFAS and saved files and documents on your personal student F:\ drive e.g. MS Word, MS Excel, etc.) is available here.