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Considerations and Advice with Regards to GUMail for Those with Additional Affiliations

Continuing affiliations will affect a person's electronic access.  Understanding what will happen to the staff member's GUMail account and @georgetown e-mail routing is helpful in planning for their departure.  The staff member can call the Help Desk to find out if they have an affiliation that will continue beyond their employment.

When the employee is also a Georgetown alumnus/na
The alum/na has a right to their @georgetown.edu routing for life so that address will not become disabled once they terminate employment. The GUMail account itself will be inactivated and deleted after a defined grace period, but the routing will continue to function indefinitely. Authentication credentials cannot be revoked in this case.

When the employee is a current Georgetown student
The student will maintain theirnetid@georgetown.edu and its GUMail account until the end of their program of study. This includes people who are mainly employees but have taken even a single Continuing Education class. The person will remain active as a student for four semesters after the initial class is taken. Authentication credentials cannot be revoked in this case.

When the employee is a Georgetown Temp
Employees of the Georgetown Temporary Staffing Service are not terminated in Genesys each time they complete an assignment. They remain active until another assignment comes up and may or may not be checking their GUMail accounts for office-related items.

When the employee is a transferring to another Georgetown or GU Hospital department
The GUMail account that the person used as a member of your department is the same one they will use in their new department. For people who transfer to MedStar, the @georgetown.edu routing can be set to deliver mail to their new Groupwise account

Advice with regards to GUMail for those with additional affiliations

Create a vacation message
Since there are many cases in which the @georgetown.edu routing and GUMail account will remain active after an employee leaves your office, it may be advisable for that person to put a vacation message on his/her account indicating that s/he is no longer with your department and giving instuctions on who to contact instead. This is especially true in the case of alumni, continuing students and GU Temporary Staffing Service members.  Two sample vacation messages are available for reference.

Add a second address to the routing
The departing staff member can add the e-mail address of a continuing staff member to their @georgetown.edu routing. Remember that this means that personal mail as well as any mail related to a new position will also end up in the old department.

Reminder: Don't share a personal NetID password.  It is against University policy to share NetID password for any reason. With the options of the vacation message and folder sharing in place in advance of the employee's departure, the department can make preparations and not miss any important correspondence