This procedure describes how student email accounts are activated, managed, and deactivated in accordance with the Official Email Account for Students Policy.

Student access to their Official University Email Account, accessed through their MUN Login, follows the lifecycle of their relationship with the University.

1.  Providing Access

The Official University Email Account is created when a new or returning student is granted provisional or final acceptance to the University.

• After receiving provincial (undergraduate) or final acceptance, and/or after a general student record is created in the Student Information System (SIS), a new student may activate their MUN Login account and activate their Official University Email Account by following the University's instructions.
• Returning students who are readmitted will be provided with an Official University Email Account if it was previously removed (See Section 3).

2. Maintaining Access

A student retains access to their Official University Email Account while they are considered actively engaged with Memorial. A student is considered actively engaged if any of the following conditions apply:

• They are provisionally or fully accepted.
• They hold a deferred admission.
• They are enrolled in one or more courses.
• They are on an approved leave of absence.
• They are on a required leave or withdrawal (non-voluntary), provided the leave is no longer than six semesters). (See Section 3 for details.)
• They are a recent graduate with no current registrations or future applications. (See Section 3 for details.)
• They meet other exceptional conditions are determined by the Registrar's Office.

3. Removing Access

A student's Official University Email Account is deprovisioned under the following circumstances:

• Their offer of admission is revoked.
• They decline their offer of admission.
• They accept an offer of admission but neither register for courses nor request a deferral. In this case, access is removed on the last day to add courses (i.e., course add deadline, end of regular registration).
• They graduate and then have no future application and no course registration for three (3) consecutive semesters.
• They do not register for courses for seven (7) consecutive semesters due to a required withdrawal or voluntary stop. Access is removed on the last day to add courses in the following semester.
• The University receives formal notification of the death of a student or alumni.
• The University determines that the use of the Official University Email Account is in violation of university policies.

4. Inactive email accounts and content retention

• Once an Official University Email Account is deprovisioned, the account becomes inactive and can no longer receive email.
• Contents of inactive email accounts belonging to former students or alumni are permanently deleted after two (2) years from when the Official University Email Account was deprovisioned.
• Removal of email access does not automatically deactivate the student's MUN Login account. The login may remain active to support access to other University services.