FAQ: Disabling WashU Key and removing access to email for some former faculty and staff at WashU Medicine

Disabling WashU Key and removing access to email for some former faculty and staff at WashU Medicine

1. What is changing regarding WashU Key accounts for departing employees? 

  • WashU IT will automatically disable WashU Key accounts for former faculty and staff at WashU Medicine who have been separated from the university for 2 years or more. However, if the individual is also an alumni, student, or retired faculty with an approved Academic Services Access role, their WashU Key account will remain active. 

2. Will my WashU email be disabled after I leave the University? 

  • Yes, WashU IT will disable WashU email access for faculty and staff departing WashU Medicine on the final day of employment. Email sent to a disabled account will still be delivered for 90 days after the account is disabled. Automatic Replies (out of office) can be enabled by the departing user’s manager submitting an Account Termination request in ServiceNow. Alumni and students will retain their email access. Retired faculty with an approved Academic Services Access role will keep their email access. 

3. Who is exempt from these changes? 

  • Departing faculty and staff who also hold another role at the university, such as alumni, students, or contingent workers, are exempt from these changes and will not have their WashU Key or email disabled. 

4. How will the WashU Key process change impact our trustees?  

  • There will be no impact to WashU Trustees. 

5. Will this new process impact access for existing Emeritus Faculty? 

  • No, there will be no impact to access granted for retired faculty with Emeritus status.

6. When will these changes be enacted? 

  • The changes to WashU Key and email access will take place only for faculty and staff at WashU Medicine beginning Thursday, April 10, 2025. 

7. Who will be notified about changes to a former employee’s account?

  • Managers of newly separated employees will receive email notifications from the Identity and Access Management (IAM) system regarding the actions taken on employee accounts. These notifications will include details about IAM actions completed. 

8. What system will initiate these changes? 

  • The changes to WashU Key and email access will be initiated by the Identity and Access Management (IAM) system, based on the completion of the Workday termination/retirement process. This may not be the day of termination, and it is based on the completion of the HR business process or the termination date, which ever comes last.

9. How long can I access my WashU email after leaving? 

  • WashU email is automatically disabled on your last day of employment, but any emails sent to your account will be delivered for 90 days. If you are also a student or alumni, your email access is retained. 

10. Can I keep my Box account after leaving? 

  • Former faculty and staff lose access to Box, but if you’re also a student, access is retained. Retired faculty with an approved access role or Emeritus members keep their Box access. 

11. Can the department gain access to the departing user’s email content after departure? 

  • The departing department may choose to retain ownership of the university email address and M365 mailbox for 60 days by submitting an Account Termination request in ServiceNow. If the departing user is an alumni or student, the department can request a disassociation process which will assign a new WashU Key and email address to the user and transfer ownership of the existing mailbox to the home department.  This process requires approval from Employee Relations.

12. What happens to my WashU Key account after I leave? 

  • Your WashU Key account will be disabled after 2 years unless you are an alumni, student, or retired faculty with approved access role. If you remain in one of these roles, your access is retained. 

13. Will my Microsoft 365 account be disabled? 

  • Access to Microsoft 365 services are disabled upon termination.

14. Can I request to keep my email address after leaving? 

  • No, individuals will not retain their email address. 

15. What should I do if I need to retain my email or WashU Key access? 

  • If you are retiring faculty and have an approved Academic Services Access role, your university email and WashU Key will remain active. If you are in another role such as an alumni or student, your access will not be affected. Please contact WashU IT if you have specific concerns about your access. 

16. Who can I contact for more information? 

  • For questions or more information, please contact the WashU IT Service Desk at (314) 933-3333.