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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 expiration date based on (termination of status) information provided by Academic Service, Human Resources or Academic Units (Departments, Max Weber Programme, Robert Schuman Centre and School of Transnational Governance).

As a general rule, when your EUI status is no longer renewed, your account will expire and be immediately disabled, including your email address which, from that time on, will NOT be receiving any incoming mail either.

Wherever applicable, there is a generous time margin between the notification of the termination of your account and the account being disabled. You should use this time to prepare for leaving (see Leaving the EUI further below).

As of Academic Year 2022-23, as a result of the coming into force of the new IAM policy, account disabling occurs as follows:

Academic members

  • Full-time professors

Professors will no longer have access to their computing accounts, however they will keep their EUI email address in order to support the defense of the thesis and to continue collaborating on research projects, albeit with a change in the email domain (see Former EUI Email Account further below).

  • Researchers and Master Students

Researchers and Master Students are granted a grace period of 6 months after the thesis’s defence, provided the person had researcher/master student status at the time of defence (i.e. is still within the 5-year period for researchers and 3-year for Master students).

  • All others (e.g. Fellows, Summer and/or Executive Training Students, Part-time Professors, Visiting of any kind as well as External Collaborators)

Equivalent to administrative staff (see below) 

Administrative staff (including Trainees, Retirees and Contractors)

Your account and EUI email will be immediately disabled. You may check with Communications Service whether you are eligible for a “former” EUI member account (see Former EUI Email Account further below).

For security reasons, contractors will have their expiration date set to 1 year from the beginning of their contract, as originally introduced by Human Resources or the relevant Sponsoring Unit. If applicable, the expiration date of External Collaborators must be extended directly by the Sponsoring Unit via IAM portal.


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 getting a "former EUI" email account if you are entitled to do so.

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

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 Teams and SharePoint, and EUI email will NOT be accessible or recoverable. Related services such as Mail Forwarding and AutoReply will continue to work for 1 month after your account has been disabled. 


Former EUI Email Account

Several categories of users are entitled to receive a new EUI computing account as “former” EUI member, including a new email account. The so-called “Alumni account” must be explicitly requested to Communications Service by submitting the appropriate form after having received the expiration notice.

To process your request, please allow at least 5 working days.

There are four types of Alumni email accounts according to the user's prior status:

Graduated EUI PhD or LLM researchers and Master students 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 as well as Master students 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

All the above 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 EUI software nor print quota is provided, however 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.

Office 365 will still be available, albeit only its online web-version.

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 ICT 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 may need to arrange a new (personal) 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) in order to send an automatic email to all your correspondents advising them of your change of email address.

Please Note: AutoReply ends 1 month after your EUI account expires.

Mail Forwarding

Submit a support ticket to the EUI4U Helpdesk to have all incoming mail automatically forwarded to your new address: you just need to specify whether you want to keep a copy on your EUI mailbox or have all mail moved to the new mailbox.

Please Note: Mail Forwarding ends 1 month after your EUI account expires.

Backup Email

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

Make sure to copy or move all your work-related mail to the functional (Service) email of your Unit if asked to do so.

Personal Storage, Web and Shared Areas

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

Make sure to backup all your personal, non-work related data on your Personal Storage, Web and Shared Areas as well as on Teams and SharePoint.

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. Examples of such software include MatLab, Stata and EndNote.

Zotero Collaborative Storage and other online Apps like OverLeaf or Zoom

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 offered by Zotero. Please make sure to reduce your Zotero library or to purchase extra space accordingly.

Likewise, your institutional OverLeaf or Zoom license will revert to the standard basic and/or free account.

In case the institutional license is provisioned automatically upon creation of the Apps’ account (i.e. you create an account using [email protected] and are automatically enrolled in EUI’s institutional license plan), the entire account may be fully deleted without possibility of recovery, unless its contents are linked or tied to another account (that is you may want to tie and export your contents from your [email protected] institutional account onto your [email protected] personal account first).

Please note: due to the vast amount of available Apps, you may want to inquire directly with the Apps’ support for details on the deprovisioning of the institutional license and exporting onto a personal one.



Page last updated on 11 September 2023

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