Who gets an email account?

The following people are eligible for email at the University of Florida: 

  • Faculty
  • Staff
  • Student
  • Student employees
What happens if I become a student employee?
  • Student employees (OPS) will be provided a separate “work mailbox” to use for UF business purposes. This will be separate from and in addition to your student email account.  
  • If a student is hired into a TEAMS position, a separate mailbox will not be provisioned.  The existing mailbox will continue to be used, and the UF Retention Policy will be applied. 
What if I am faculty or an employee and become a student?

You will continue to use your existing email account as a student. A separate mailbox will not be provisioned.   

When will my email access end?

If you are faculty or staff:  

  • Normal separation: Your mailbox will be available for 30 days starting from your last official day. 
    Note: Emeritus Faculty will retain email access.
  • Termination: Your mailbox may become unavailable immediately (1. HR disables the GatorLink or 2. Department creates a high priority ticket for the MS Core Team to block access to Office365) Decision needed. 

If you are a student:  

  • Your email account will be available for 365 days after you either graduate or are no longer registered for classes.   
  • For student employees (OPS), “work mailboxes” will be de-provisioned 30 days after last employee affiliation. 
What if my department needs email from the mailbox of an employee leaving the department?

For employees leaving the department as well as the university: 

  • During an employee separation process, the department may request from UFIT an export of the contents of the employee’s mailbox in a pst file and import those contents (pst file) to a service account or shared mailbox.  Additionally, the department may request that mail flow for the employee’s mailbox be directed to the designated service account / shared mailbox to minimize the chance of important UF-business email being missed.  Other access, retention, and deletion needs can be discussed with the Microsoft Core team. 

 For employees leaving the department but not the university: 

  • During an employee separation process, the department may request from UFIT an export of the contents of the employee’s mailbox in a pst file and import those contents (pst file) to a service account or shared mailbox.  Mail flow will not be directed to another mailbox and departments will not be provided access to the employee’s mailbox.