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University of Florida

Email Eligibility

The following people are eligible for email at the University of Florida: 

  • Faculty
  • Staff
  • Student
  • Student employees

Some student employees may be provided (i.e., provisioned with) a separate work email account to use for UF business purposes. This email will be separate from, and in addition to, their student GatorMail account. 

If a student is hired into a TEAMS position, a separate mailbox will not be provisioned.  The existing mailbox will continue to be used, and the UF Retention Policy is applied.

You will continue to use your existing email account as a student. A separate mailbox will not be provisioned.   

Faculty and Staff 

  1. Normal separation: The employee’s mailbox will be available for 30 days starting from their last official day.  (Note: Retired and Emeritus Faculty retain their email and certain other cloud services indefinitely, please see https://cloud.it.ufl.edu/faqs/service-eligibility/ for more information.)
  2. Termination: A terminated employee’s mailbox may become unavailable immediately. This would be the case if the Office of Human Resources disables the person’s Gatorlink account or if the person’s now-former department requests that access to Office365 services be immediately removed.

 

Students 

Student email accounts are available for 365 days after graduation or 365 days since being registered for a UF class. 

For student employees with a second UF work email account, the work email is de-provisioned 30 days after the last day of employee affiliation.

For employees leaving the department as well as the university: 

  • If access is needed to the email of a normally separated employee within the 30-day eligibility period, local IT support can provide access to the mailbox as needed for business continuity. This includes creating an automatic reply message. If the department needs access to the email of a separated employee for business continuity after the 30-day eligibility period, or in an involuntary separation scenario, UFIT can provide a shared mailbox containing the email of the former employee.

 For employees leaving the department but not the university: 

  • Because these types of requests are for active employees, departmental IT has the ability to manage access to the mailboxes. If the current department of the employee needs specific emails, contacts, etc. for business continuity, department IT and department management should coordinate with the employee for any email content needed. UFIT does not provide PST exports for these types of requests.