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Deactivation of University Email Address


Retiring Staff 

Email addresses of staff who will be retiring from their post at the University of Malta are deactivated. Retiring staff will be informed about this via email following their Retirement Date (in the case of academic staff, the Retirement Date is set as the end of the academic year after they reach their retirement age). If staff will be retaining a University post following their retirement, they should inform the Office for Human Resources Management & Development and/or their department accordingly to ensure that the HR records are updated and hence their email address is not deactivated.

Additionally, retiring staff may be eligible for a concession to retain their University email address and associated G Suite for Education services, such as Calendar and Drive (see below).

Concession to Retain Email Address

Staff who will be retiring from their post at the University of Malta but will maintain an affiliation with the University may be allowed to retain their University email address and G Suite for Education services for five years following their retirement (renewable every five years). This concession may be provided subject to the approval of a reviewing Committee. The email address and G Suite for Education services should be used solely for academic or scholarly endeavours which do not conflict in any way with the interests of the University of Malta. The University of Malta retains the right to terminate this concession immediately at any stage and without any obligation to give a justification.

To apply for this concession, staff should fill in the request form, indicating the reason why they need to retain their University email address and G Suite for Education services. Staff are advised to send their requests within 1 month from their Retirement Date. The Committee will review these requests and inform the staff member of their decision via email.

Deactivation of Email Address

If a retiring staff does not apply for the above concession within 1 month from their Retirement Date, their email address and G Suite for Education services will be deactivated. If their application was not approved by the Committee, their email address and G Suite for Education services will be deactivated after 1 month from the date the retiring staff is informed of the Committee’s decision. Note that the University of Malta retains the right to deactivate email addresses and G Suite for Education services immediately at any stage and without any obligation to give a justification.

Staff are advised to set an auto-reply on their University email address prior to deactivation to make their contacts aware that (a) the email address will be deactivated and (b) future emails should be sent to another email address. The auto-reply will remain active until 6 months after deactivation.


Other Staff Leavers

Email addresses of staff ending their employment at the University of Malta are deactivated following the post's expiration date. The email addresses will generally remain active for up to 1 month after the post has expired. However, the University of Malta retains the right to deactivate email addresses immediately at any stage and without any obligation to give a justification.

If staff will be retaining another University post following their current post's expiration date, they should inform the Office for Human Resources Management & Development and/or their department accordingly to ensure that the HR records are updated and their email address is not deactivated.

Additionally, staff may be eligible for a concession to retain their University email address and associated G Suite for Education services, such as Calendar and Drive (see below).

Concession to Retain Email Address

Staff ending their employment prior to their retirement age (due to expiry of contract etc.) may be allowed to retain their University email address and G Suite for Education services for one year (renewable annually) following their departure from the University if they will maintain an affiliation with the University. The email address and G Suite for Education services should be used solely for academic or scholarly endeavours which do not conflict in any way with the interests of the University of Malta. The University of Malta retains the right to terminate this concession immediately at any stage and without any obligation to give a justification.

To apply for this concession, the Dean / Director / Head of Department should send a formal request to the Office for Human Resources Management & Development at least 1 month prior to the expiration date of the staff member's post.


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Last Updated: 28 March 2017

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