IT Services

Deactivation of UM IT Account

Deactivation of UM IT Account

The UM IT Accounts and email addresses of staff who will be retiring from their post at the University of Malta will be deactivated. Retiring staff will be informed about this via email 1 month before 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 their department so that they liaise with the Office for Human Resources Management & Development to ensure that the HR records are updated and hence their UM IT Account and email address is not deactivated.

Additionally, retiring staff may be eligible for a concession to retain their UM IT Account, including their email address and associated Google Workspace for Education services, such as Calendar and Drive.

Concession to retain UM IT Account

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 UM IT Account, including their email address and Google Workspace 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 UM IT Account, including the email address and Google Workspace 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   and indicate the reason why they need to retain their UM IT Account. Staff are advised to send their requests within 1 month prior to their Retirement Date. The Committee will review these requests and inform the staff member of their decision via email.

Deactivation of UM IT Account

If a retiring staff does not apply for the above concession within 1 month from their Retirement Date, their UM IT Account and email address will be deactivated.

If their application was not approved by the Committee, their UM IT Account and email address 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 UM IT Accounts immediately at any stage and without any obligation to give a justification.

Staff are advised to set an appropriate 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.

The UM IT Accounts and email addresses of staff ending their employment at the University of Malta are deactivated following the post's expiration date. The UM IT Account and email address will remain active until the post has expired. However, the University of Malta retains the right to deactivate UM IT Accounts immediately at any stage and without any obligation to give a justification.

Staff are advised to set an appropriate 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.

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

Additionally, staff may be eligible for a concession to retain their UM IT Account, including their email address and associated Google Workspace for Education services, such as Calendar and Drive.

Concession to retain UM IT Account

Staff ending their employment prior to their retirement age (due to expiry of contract etc.) may be allowed to retain their UM IT Account, including their email address and Google Workspace for Education services, for up to one year (which can be renewed) following their departure from the University if they will maintain an affiliation with the University. The UM IT Account, including the email address and Google Workspace 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 fill in the request form   on behalf of the staff member whose employment will be ending, indicating the reason why the staff member needs to retain their UM IT Account. Requests should be sent at least 1 month prior to the expiration date of the staff member's post. The Office for Human Resources Management & Development will review these requests and inform the Dean / Director / Head of Department of their decision via email.


https://www.um.edu.mt/itservices/umaccount/leavingum/