Knowledgebase: Systems
Microsoft 365 User Account Policy
Posted by Yannitty, Joseph on 27 February 2020 10:18 AM

Our current policy is as follows:

"Office 365 is available for all current students, both Undergraduate and Graduate. We also have allowances for staff due to the expiration of the Microsoft Home Use Program however Office is NOT available for Alumni. After a 90-Day grace period any expired Office 365 users should be deleted. (If applicable) Old Microsoft files can be deleted after 6 months of inactivity."

Although Microsoft automatically disables Office 365 licenses after four years maintaince should be performed yearly on the Microsoft 365 Admin Center to ensure any expired users are purged from the records. Currently the easiest way to do this is by exporting any users with a "Office 365 ProPlus for students license" and cross-referencing either Jenzabar for all active students or running the net user command. If a user has not reset their password within the last 90 days their account can be deleted.

All deleted users are retained in the "Deleted users" section for 5 business days.

Best practice when creating a Office 365 account for anyone verify they are an active student or staff memeber with a non-expired password. 


Tue 2/25/2020

Here is the policy and we should not defer from it:

1)      MS Office 365 is for current students, both Undergrad and Grad.

2)      We have added allowances for current staff/emeritus because of the removal of the MS Home Use Program.  This does not include Alumni.

3)      We can deleted any user that have expired, 90 day grace period is fine.

4)      Old MS office files can be deleted after 6 months of inactivity.


I will speak with Dennis (cc’ed on this email) to get that put into the IT policies and procedures.


Let me know if anyone says anything different.


-Alex Valentin

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