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Account Expiration

This document details what is going to happen once your affilitation to the EUI ceases.



Termination of Status

All computing accounts have an expiry date. For academic users this is normally the end of each calendar year and is extended annually according to continuing EUI status on the basis of information provided by Academic Service, Departments, Max Weber Programme, Personnel Service and/or Robert Schuman Centre.

When your EUI status is no longer renewed, your account will expire and be disabled.

There is a generous time margin between termination of status and the account being disabled. Researchers can expect their computing account to remain valid at least until the end of the calendar year in which they defend their thesis, provided the person had researcher status at the time of defence (i.e. is still within the 5-year period).


Account Disabling

Written notice is sent to your EUI email at least twice starting a couple of months before your account is due to be disabled. The notice contains information about the options for keeping an EUI email account if you are entitled to do so.

If your account is near expiry date, see Leaving the EUI further below to find out which steps you should take before expiration.

IMPORTANT: once your account has been disabled, you will NOT be able to login or use any IT services, and your Personal, Web and Shared Areas as well as EUI email will NOT be accessible or recoverable. Related services such as Mail Forwarding and AutoReply will cease to work as well. 


Keeping Your Account

Several categories of users are entitled to keep an EUI computing account and the contents of their current mailbox converted into an "Alumni" email account. The Alumni account must be explicitly requested by submitting the appropriate form after having received the expiration notice.

There are four types of Alumni email accounts. In all cases, the user's email address remains valid, but the sender address receives a new domain name according to the user's prior status.

Graduated EUI PhD or LLM researchers can obtain an account

For former EUI Fellows including Max Weber Fellows, STG Policy Leader Fellows, Marie Curie Fellows, Jean Monnet Fellows, it is possible to get an account

EUI professors leaving the Institute are entitled to obtain an account

Retired administrative staff members, as well as any other staff who leave the Institute after having worked for at least 6 months (excluding trainees and auxiliaries), can request an account

PhD and LLM researchers who did not complete the programme, researchers and fellows visiting the EUI for at least 6 months, and any other ex-member who spent at least 6 months at the EUI (excluding trainees and auxiliaries) are eligible to obtain an account

These accounts are kept open as long as they are regularly accessed. If inactive for a year, such accounts get disabled


With an Alumni account, the user's G: drive and OneDrive are maintained. No print quota is provided, but it is possible to use the various public Multifunction Printers located around the campus, by purchasing print and copy quota through the EUI myPrint Portal.

For further details about all the services included with an EUI Alumni account, see the Webpage Services for EUI Alumni.


Leaving the EUI  (Preparing for Account Expiration) 

Once your account expires, you will not be able to access any IT resource and all your data will not be accessible or recoverable. Before this happens, we strongly suggest you take the following steps while your EUI account is still valid:



You should arrange a new email address, set up an AutoReply (Out of Office) notice and Mail Forwarding, and backup your mail:

AutoReply Notice

Using the WebMail, create an "Out of Office" (AutoReply) Notice via Email to send an automatic note to all your correspondents advising them of your change of email address.

Please Note: AutoReply ends when your EUI account expires.

Mail Forwarding

Submit an Email Forwarding Request  to have all incoming mail automatically forwarded to your new address. Set end date of service to "Account Expiry". Choose "Yes" to "Leave a copy of all mail at your EUI email address".

Please Note: Mail Forwarding ends when your EUI account expires.

Backup Email

Configure and use your preferred Email client to download/backup your EUI email.


Personal Storage, Web and Shared Areas

Make sure to backup all your data on your Personal Storage, Web and Shared Areas .


Software (EUI Licensed)

Any EUI-licensed software (either provided by the ICT under Campus license Agreement or procured via research funds remains property of the EUI and must thus be removed/uninstalled upon leaving the Institute.


Zotero Collaborative Storage

The Zotero Collaborative Storage quota is available to full-time administrative staff, faculty and researchers only. If your affiliation ceases, your Library quota will return to the standard, drastically reduced, free one provide by Zotero. Please make sure to reduce your Library or to purchase extra space accordingly.



Page last updated on 25 July 2019

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