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Overview

Excerpt

Employees who have officially retired from UWF (or have been awarded Faculty Emeritus status) are eligible to keep an active guest ArgoNet account after retiring from the University.

Instructions

Eligible full-time regular Faculty and Executive Service UWF retirees can request to retain their UWF Gmail account after officially retiring from the University. 

Important Considerations

  • Before requesting a retiree email account, please note that there are some reasons you might choose not to retain your current email account:
    • UWF email belongs to the institution and is subject to all State and Federal regulations meaning it could be included in records requests or potentially involved in future investigations.
    • Retention - UWF email has a 10-year retention policy which means that emails are deleted after 10 years. This may not be suitable for personal emails.
    • Google now requires that retiree accounts be transitioned to email-only access. This means many features that are typically included in a personal Gmail account, such as Google Drive (file storage) will no longer be available. Gmail, Calendar, and Contacts will remain available, though Calendar and Contacts may have limited functionality. 
    • The UWF Computing Resources Usage Agreement prohibits sharing passwords with anyone, including family members. In the event that the account holder is incapacitated, if a family member needed to access the email to view financial records or other reasons, they would be required to navigate numerous legal steps to access your email account.
  • For the reasons listed above, we strongly recommend creating a personal Gmail account by visiting gmail.com and clicking on “Create Account” instead of requesting to retain a UWF retiree email account.

Submitting a Request

  • Eligible full-time regular Faculty or Executive Service
Eligible guest
  • UWF email account. 
  • After ITS has confirmed that an eligible employee has officially retired from UWF
:
ITS will convert the ArgoNet account to
  • , the email account will be converted to a "guest" status
which
  • which will provide access only to UWF Gmail and
login to
  • MyUWF. 

  • ALL other services
, including H and I drives and campus computer login,
  • are removed
when
  •  when UWF employment ends.

FAQs

Expand
titleHow does ITS confirm that an employee has officially retired from UWF and is eligible to retain a retiree email account?

ITS will complete the following to verify eligibility:

  • Confirm that Human Resources
enters the appropriate code
  • has designated the employee as an official UWF retiree in the system
to indicate when an employee is an official UWF retiree
  • .
  • Verify that the retiree has an eligible EClass code:  10, 22, 23, and 29.
    • To view your EClass code, visit MyUWF and search for SCOOP. Your EClass code is listed in the Employment Information section in SCOOP.


Expand
titleWhat UWF services will be available with a guest ArgoNet retiree email account?

Only UWF Gmail and MyUWF login will be available with a guest Argonet retiree email account. All other services, including but not limited to home/web drives, Microsoft 365, Zoom, and access to log in to campus computers, are removed when UWF employment ends.


Expand
titleWhat happens to a guest account when the retiree becomes deceased?

When ITS learns of the death of a retired employee, the ArgoNet email account will be immediately deleteddeactivated .


Expand
titleWhat if a family member needs access due to personal use of the account by the retiree?

If a family member requests access to the email account:

  • ITS will request reasonable documentation a certified copy of the official (Letters of Administration) documentation* to show the family member is indeed authorized to obtain access to the email account. (e.g. photo ID along with documentation that proves the person's relationship to the retiree*court order with embossed stamps. A copy of this document should be preserved - should be added to the Jira Ticket)
  • After verifying the identity of the family member, ITS will send formal correspondence to the family member to obtain their agreement that:
    • ITS will set a forwarding email for 60 days
    • they will only use the email account for the purposes of finalizing the deceased retiree's affairs
    • they will not use the email account to represent themselves as the deceased retiree
    • they understand the email account will remain open for only 10 days, at which time it will automatically be deleted without further notice
  • ITS would then share the password of the email account with the family member and set the account for automatic deletion in 10 days
Interested Parties



Expand
titleWhere can I find more information about benefits for UWF retirees?

Visit Retired Employee Benefits for more information about retiree benefits.



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titleDRAFT
Last Reviewed
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TemplateBPL Procedure v.1.2