Students who graduate (alumni)

If you graduate and do not continue studying at McGill, your access will change as follows: 

• Email: As a McGill graduate, you have Email for Life. You automatically keep your McGill Email Address (firstname.lastname@mail.mcgill.ca) and your Exchange mailbox for life, for your personal (non-commercial) use. You can have a new mailbox created by becoming a member of the Alumni Online Community or by contacting the IT Service Desk. If your McGill Email Address is forwarded, the forward is for life as well.**
• Minerva: Continued access to some self-service menus such as Personal and Student menus.**
• myCourses: Access will continue for approximately six (6) months after the term you were last registered.**
• VPN, and Personal Network Storage (P drive): Access will continue for approximately six (6) months after the term you were last registered. ** Approximately two weeks before deactivation, you will receive an email notification. Personal files left in your P drive will be deleted.*
• Wireless: Continued access to McGill's Wireless Network when on campus.*
• Library resources: Alumni have online access to a selection of databases, e-journals, and e-books. You will be prompted to log in using your McGill Username and McGill Password.*
• OneDrive cloud storage, Teams: Access is deactivated approximately six (6) months after the term you were last registered.** after you graduate. You will receive an email notification with a warning to move your personal OneDrive files to another storage location.*
• Microsoft 365 desktop and online apps will be fully functional for approximately six (6) months after the term you were last registered.** Once that time is up, the software will enter reduced functionality mode.*
• Printing: Alumni may purchase a Prepaid Guest Card for their printing needs.*

** How does McGill determine my continued access? (Alumni only)

McGill IT Services determines when your McGill Username access for student IT Services is scheduled to expire by checking your registration status for the Previous Term, Current Term and Next Term.

• If you are registered for either the Current Term or the Next Term, your access remains unchanged.
• If you have not registered in any course for both the Current Term and the Next Term, a 90-day grace period begins on the first day of the Next Term.

Example: You were registered last term, but are not registered this term (the Current Term) and next term. Your 90-day grace period starts on the first day of the Next Term.

You will begin receiving account expiry notifications after the first 60 days of the grace period.

Students who officially withdraw from the University

If you do not graduate or have not previously graduated and have officially withdrawn from McGill (i.e., you have advised us that you are not planning to return) your access will change as follows:

• Email: Access will continue for approximately 90 days from the time you officially withdraw from the University. You will receive an email notification approximately two weeks before deactivation and will be advised to change the delivery destination of your McGill Email Address to deliver to another valid mailbox. Your McGill Email Address (firstname.lastname@mail.mcgill.ca) will remain active for one (1) year after you have officially withdrawn from McGill. At the end of this year, your McGill Email Address will be deactivated, and email will no longer be forwarded. 
• Minerva: Continued limited access to self-service menus such as the Personal and Student menus (e.g. unofficial transcript, request official eTranscript), e-bill (as long as there is a non-zero balance) and tax receipts.
• myCourses: Access will continue for approximately 30 days from the time you officially withdraw from the University.
• VPN, Wireless and Personal Network Storage (P drive): Access will continue for approximately 30 days from the time you officially withdraw from the University. Approximately two weeks before deactivation, you will receive an email notification. Personal files left in your P drive will be deleted.
• Microsoft 365 desktop and online apps will be fully functional for approximately 30 days from the time you officially withdraw. Once that time is up, the apps will enter reduced functionality mode.
• OneDrive cloud file storage and Teams: Your access will be available for approximately 30 days from the time you officially withdraw. We recommend that you copy any files you wish to keep onto another storage location.
• Printing: Students who officially withdraw from the university may purchase a Prepaid Guest Card for their printing needs.

Students who do not officially withdraw (including postdocs)

Note: This section includes postdocs with an email address ending in @mail.mcgill.ca. If your email address ends in @mcgill.ca, please see Student Workers (including most postdocs, Teaching Assistants, Research Assistants) .

If you do not graduate and do not return to McGill (i.e., if you do not register for courses for three consecutive terms) your access will change as follows:

• Email: Access will continue for approximately six (6) months after you last registered. You will receive an email notification approximately two weeks before deactivation advising you to change the delivery destination of your McGill Email Address to deliver to another valid mailbox. Your McGill Email Address (firstname.lastname@mail.mcgill.ca) will remain active for approximately 18 months after your last registered term. At the end of this period, your McGill Email Address will be deactivated, and email will no longer be forwarded.
• myCourses: Access will continue for approximately six (6) months after you last registered.
• Minerva: Continued limited access to self-service menus such as the Personal and Student menus (e.g. unofficial transcript, request official eTranscript), e-bill (as long as there is a non-zero balance) and tax receipts.
• VPN, Wireless and Personal Network Storage (P drive): Access will continue for approximately six (6) months after you last registered. Approximately two weeks before deactivation, you will receive an email notification. Personal files left in your P drive will be deleted.
• Microsoft 365 desktop and online apps will be fully functional for approximately six (6) months after you last registered. Once that time is up, the apps will enter reduced functionality mode.
• OneDrive cloud storage, Teams: Access is deactivated approximately six (6) months after you last registered. You will receive an email notification with a warning to move your personal OneDrive files to another storage location.
• Printing: Students who do not officially withdraw from the university may purchase a Prepaid Guest Card for their printing needs.

Students who officially go on leave of absence from the University

If you officially apply for and are granted a leave of absence, your student record will be updated to reflect your leave status. As a result, you will continue to appear as registered for the current term and are not considered to be leaving McGill.

Your access to IT services will therefore remain unchanged while you are on an approved leave of absence.

Faculty (including term appointments)

If you leave McGill, your access will change as follows:

• Email: Access will continue for one (1) year after your appointment ends. You will receive an email notification before your mailbox is deactivated. Afterward, the mailbox and its contents will be deleted. If your McGill Email Address was set up to forward to another account, it will also cease to do so at the time of deactivation.
• myCourses: Access will continue for one (1) year after your appointment ends. Note: this does not apply to retiring faculty members.
• Minerva: Continued access to the self-service Personal, Employee and Applicant menus.
• VPN, Wireless and Personal Network Storage (R drive): access will continue for approximately one (1) year after your appointment ends. You will receive an email notification before the deactivation.
• Departmental network files: Access is deactivated by your former faculty/department.
• Website editor/manager permissions will be removed upon request from your former faculty/department.
• Microsoft 365 desktop and online apps will be fully functional for approximately one (1) month after your appointment ends. Once that time is up, if your position is not renewed, the apps will enter reduced functionality mode.
• OneDrive cloud files storage and Microsoft Teams: Access will continue for approximately one (1) year after your appointment ends, then you will lose access to OneDrive and your files will be permanently deleted. We recommend that you copy any files you wish to keep onto another storage location. You will receive an email notification to inform you when the Microsoft 365 account will be deactivated.
• Workday: Access will continue for two (2) years from your Termination Date to access tax documents.

Retired faculty

Note: Faculty who have an official appointment (such as a post-retirement appointment) have access to the full range of IT services, including licensed software products.

If you retire without an appointment (including Emeritus Professors and Emeritus Librarians), your access will change as follows:

• Minerva: Continued access to the self-service Personal, Employee and Applicant menus.
• Email: Continued access to your McGill email via Outlook on the web.
• myCourses: Continued access to courses you taught, until those courses are archived. Continued access to courses available to the McGill community.
• VPN, Wireless, Eduroam and 1GB Personal Network Storage: Continued access.
• Departmental network files: Access is deactivated by your former department.
• Website editor/manager permissions will be removed upon request from the department.
• Microsoft 365 desktop and online apps will be fully functional for approximately one (1) month after your faculty status changes in Workday. After this time, the apps will enter reduced functionality mode.
• You will receive an email notification informing you of when the account will be deactivated.
• OneDrive cloud file storage and Microsoft Teams: Your access will end approximately one (1) month after you retire. You will receive an email notification with a warning to move your OneDrive files to another storage location.
• Printing: Retired faculty members may purchase a Prepaid Guest Card for their printing needs.

For information on non-IT Services and privileges available to retired / emeritus faculty and librarians, please contact the Academic Personnel Office.

Staff (usually not including postdocs)

Note: This section no longer includes postdocs as in Workday they are considered “Student Workers”. If your email address ends in @mail.mcgill.ca, please see Students who do not officially withdraw (including postdocs).  

If you leave a regular full-time administrative staff position, your access will change as follows: 

• McGill Password: As soon as you lose access to your email and other IT systems, your McGill Password will continue to be valid. If you need to recover your password, you should use the Microsoft Self-Service Password Recovery
• Email: Access is deactivated after employment is terminated. If your McGill Email Address was set up to forward to another account, it will also cease to do so at the time of deactivation.
• myCourses: Access is deactivated after your employment is terminated. You can still access myCourses, as a student, with your @mail.mcgill.ca.
• Minerva: Continued access to the self-service Personal, Employee and Applicant menus.
• VPN, Wireless and Personal Network Storage (R drive): Access is deactivated after employment is terminated.
• Departmental network files: Access is deactivated after employment is terminated. Removal of permissions are requested by the department.
• Website editor/manager permissions will be removed upon request from the department.
• Microsoft 365 desktop and online apps will enter reduced functionality mode.
• OneDrive cloud files storage and Microsoft Teams: Access is deactivated after employment is terminated. We recommend that you copy any files you wish to keep onto another storage location. You will receive an email notification to inform you when the Microsoft 365 account will be deactivated.
• Workday: Access will continue for two (2) years from your Termination Date to access tax documents. (See McGill Password above.)

Casual staff

When a casual staff member leaves McGill, access to IT services changes as follows:

• McGill Password: As soon as you lose access to your email and other IT systems, your McGill Password will no longer be valid. An email with instructions will be sent to the External/Home (Email) Address specified in Workday, please ensure it is updated before your last day.
• Email, Microsoft 365 apps and tools (both desktop and online versions), including OneDrive and Teams: Access is deactivated shortly after employment is terminated. Email is fully functional for two (2) months. Afterwards the mailbox and its contents will be deleted.
  Note: If necessary, email access can be deactivated immediately; the employee's supervisor (i.e. Dean, Director, or immediate Manager) must contact the IT Service Desk to do so.
• myCourses: Access is deactivated after your employment is terminated. You can still access myCourses, as a student, with your @mail.mcgill.ca.
• Minerva: Continued access to the self-service Personal, Employee and Applicant menus.
• VPN, Wireless and Personal Network Storage (R drive): Access is deactivated shortly after employment is terminated. You will receive an email notification before deactivation.
  Note: If necessary, a former employee's access can be deactivated immediately; the employee's supervisor (i.e. Dean, Director, or immediate Manager) must contact the IT Service Desk to do so.
• Departmental network files: Access is deactivated by the department.
• Workday: Access for two (2) years from your Termination Date to access tax documents. (See McGill Password above.)

Student Workers (including most postdocs, Teaching Assistants, Research Assistants)

Note: This section includes student workers with an email address ending in @mcgill.ca. If your email address ends in @mail.mcgill.ca, please see Students who do not officially withdraw (including postdocs).

If you leave a student worker position, your access will change as follows:

• McGill Password: As soon as you lose access to your email and other IT systems, your McGill Password will continue to be valid. If you need to recover your password, you should use the Microsoft Self-Service Password Recovery.
• Email: Access is deactivated 30 days after employment is terminated. If your McGill Email Address was set up to forward to another account, it will also cease to do so at the time of deactivation.
• myCourses: Access to myCourses is deactivated 30 days after your employment is terminated. You can still access myCourses as a student using your @mail.mcgill.ca account.
• Minerva: Continued access to the self-service Personal, Employee, and Applicant menus.
• VPN, Wireless, and Personal Network Storage (R drive): Access is deactivated 30 days after employment is terminated.
• Departmental network files: Access is deactivated 30 days after employment is terminated. Removal of permissions is requested by the department.
• Website editor/manager permissions: These permissions will be removed upon request from the department.
• Microsoft 365 desktop and online apps: The applications will enter reduced functionality mode.
• OneDrive cloud file storage and Microsoft Teams: Access is deactivated 30 days after employment is terminated. We recommend that you copy any files you wish to keep to another storage location. You will receive an email notification informing you when your Microsoft 365 account will be deactivated.
• Workday: Access will continue for two (2) years from your Termination Date to access tax documents. (See McGill Password above.)

Retired staff

Your access to IT services changes as follows:

• Minerva: Continued access to the self-service Personal, Employee, and Applicant menus.
• Email: Continued access to your McGill email via Outlook on the web.
• myCourses: Continued access to the system and any courses available to the McGill community.
• VPN, Wireless, Eduroam: Continued access.
• Departmental network files: Access is deactivated by your former department.
• Website editor/manager permissions will be removed upon request from the department.
• Microsoft 365 desktop and online apps will be fully functional for approximately one (1) month after your staff status changes in Workday. After this time is up, your Microsoft 365 account will be deactivated and the desktop apps will enter reduced functionality mode.
•  You will receive an email notification  informing you of when the Microsoft 365 account will be deactivated.
• Your access to OneDrive cloud file storage and Microsoft Teams will end approximately one (1) month after you retire. You will receive an email notification with a warning to move your OneDrive files to another storage location.
• Printing: Retired staff may purchase a Prepaid Guest Card for their printing needs.

Staff who officially go on leave from the University

If you officially go on an approved leave from the University (for example, maternity leave, long-term disability (LTD), short-term disability (STD), or a sabbatical), your status in Workday is updated to reflect your leave. As a result, you are not considered to be leaving McGill.

Your access to IT services will generally remain unchanged while you are on an approved leave. However, your department may request that certain IT entitlements or access permissions be removed temporarily, if required.

Affiliates

When non-McGill affiliated staff (including hospital staff and visiting professors) leave the University, access to IT Services changes as follows:

• Email, Microsoft 365 apps and tools (both desktop and online versions): Deactivated immediately upon request by your sponsor. Otherwise, access will be deactivated on the annual expiry date. An email warning will be sent to you 30 days before deactivation. If your McGill Email Address was set up to forward to another account, it will cease to do so once the account is deactivated.
• Minerva: Continued access to the self-service Personal, Employee and Applicant menus, if applicable.
• VPN and Wireless on campus: Deactivated immediately upon request by your sponsor. Otherwise, access will be deactivated on the annual expiry date. An email warning will be sent to you 30 days before deactivation.
• Printing: Users with affiliate accounts may be assigned a FOAPAL for printing at the discretion of their department or unit. The department can also choose to provide them with a Prepaid Guest Card, if they prefer.

Affiliates: In order to retain your McGill email address and access to IT services, an application/renewal form must be filled in annually by a sponsor who must be a full-time McGill faculty or staff member.