Service Activation and Deprovisioning

Service Timelines

Service Activation Schedule

The table below provides an outline of availability for key services, based on one's role at Queen's University. A timeline for the provisioning of each service is also indicated.

Service activation timelines are subject to change at any time without notice. There may be delays resulting from the processing of HR data, or for service requests initiated through an IT Admin Rep or online form.

Applicants will have immediate access to SOLUS through MyQueen'sU. Other services become active following acceptance to Queen's.  In the case of Undergraduate Applicants, Office 365, including email, will only become available if accepted to Queen's.

Important note about employee NetIDs: To obtain an employee NetID, HR PeopleSoft must first create your position. Access for all employee types is granted up to 30 days in advance of the start date (provided the job record has been created). For Term Adjuncts who require access prior to their official contract start date, a casual job record can be created to give interim access to the correct NetID. The casual contract should include an end date matching the start date of the official contract. Note that it is strongly discouraged to use generic or shared NetIDs for this purpose.

 

Service

Active/Emeritus Faculty

Faculty/Staff

Graduate Student

Undergraduate Student

Alumni

Active Directory (AD) Access

Immediately upon creation of NetID

Immediately upon creation of NetID

Immediately upon creation of NetID

Immediately upon creation of NetID

Immediately upon creation of NetID

Email & Calendar (Office 365)

Within 24 hours of NetID creation

Within 24 hours of NetID creation

Within 24 hours of NetID creation

Within 24 hours of NetID creation

Within 24 hours of email account setup

Email & Calendar (Exchange)

N/A

N/A

N/A

N/A

N/A

MyQueen'sU

Immediately upon creation of NetID

Immediately upon creation of NetID

Immediately upon creation of NetID

Immediately upon creation of NetID

Immediately upon creation of NetID

SOLUS

N/A

N/A

Immediately upon creation of NetID

Immediately upon creation of NetID

Immediately upon creation of NetID

Wireless Networks and eduroam (secure)

Within 24 hours of NetID creation

Within 24 hours of NetID creation

Within 24 hours of NetID creation

Within 24 hours of NetID creation

Within 24 hours of NetID creation

 

Service Termination Timelines

The table below describes the service termination timeline for all departures from Queen's except in cases of death and termination of employment by Queen's:

  • In the case of death, all services are active for six months and then normal termination rules apply.
  • In the case of termination of employment by Queen's, access to all services is removed immediately upon notification.

Service termination timelines are subject to change at any time without notice, and delays may occur due to the processing of HR data. Service termination timelines for employees are in accordance with Queen’s IT policy or Collective Agreements (where applicable).

For more details, check out the Service Deprovisioning Procedure.

Note:  Queen's alumni and retirees are entitled to use Office 365 for email and calendaring, which includes Microsoft To-Do. For more information, alumni can view the Email for Alumni service and retirees can view the Retirees Association of Queen's website.

Active Directory (AD) Access
Faculty Active/Emeritus Access suspended eight months after termination notice from HR
Staff/Contingent Contract Employees Access suspended eight months after termination notice from HR
Sponsor/Guest Access suspended eight months after termination notice from HR
Graduate Student 365 days from notice of departure from OUR
Undergraduate Student 365 days from notice of departure from OUR
Applicant When there is no active application
Alumni Access suspended on failure to update password on yearly basis
Retirees Access suspended on failure to update password on yearly basis

 

Forticlient VPN
Faculty Active/Emeritus Manual removal
Staff/Contingent Contract Employees Manual removal
Sponsor/Guest Manual removal
Graduate Student N/A
Undergraduate Student N/A
Applicant N/A
Alumni N/A
Retirees N/A

Examity
Faculty Active/Emeritus When there is no current appointment in HR system
Staff/Contingent Contract Employees When there is no current appointment in HR system
Sponsor/Guest N/A
Graduate Student Immediately on notice of departure from OUR
Undergraduate Student Immediately on notice of departure from OUR
Applicant N/A
Alumni N/A
Retirees N/A

Lecture Capture
Faculty Active/Emeritus Continued access
Staff/Contingent Contract Employees Continued access
Sponsor/Guest Continued access
Graduate Student Continued access
Undergraduate Student Continued access
Applicant Continued access
Alumni N/A
Retirees N/A

 

LinkedIn Learning
Faculty Active/Emeritus When there is no current appointment in HR system
Staff/Contingent Contract Employees When there is no current appointment in HR system
Sponsor/Guest N/A
Graduate Student Immediately on notice of departure from OUR
Undergraduate Student Immediately on notice of departure from OUR
Applicant N/A
Alumni N/A
Retirees N/A

Mailing Lists (Listserv)
Faculty Active/Emeritus Manual removal
Staff/Contingent Contract Employees Manual removal
Sponsor/Guest Manual removal
Graduate Student N/A
Undergraduate Student N/A
Applicant N/A
Alumni N/A
Retirees N/A

MyQueen'sU
Faculty Active/Emeritus Access suspended one month after termination notice from HR
Staff/Contingent Contract Employees Access suspended one month after termination notice from HR
Sponsor/Guest Access suspended immediately upon termination
Graduate Student Continued access
Undergraduate Student Continued access
Applicant Continued access
Alumni N/A
Retirees N/A

Microsoft Office 365

Exchange Online* (Email and Calendar), Bookings, Delve, Forms, Groups, Lists, Office Online (Excel, Outlook, PowerPoint, Word, OneNote), OneDrive for Business, Microsoft 365 Apps for Enterprise, Planner, Power Apps, Power Automate, Power BI, SharePoint Online, Stream, Sway, Teams, To Do*, Viva, Whiteboard, Yammer

Faculty Active/Emeritus Access suspended eight months after termination notice from HR
Staff/Contingent Contract Employees Access suspended immediately upon termination notice from HR
Sponsor/Guest Access suspended immediately upon termination
Graduate Student 365 days from notice of departure from OUR
eligible for Email for Alumni service 
Undergraduate Student 365 days from notice of departure from OUR
eligible for Email for Alumni service 
Applicant N/A
Alumni* Access suspended on failure to update password on a yearly basis.
Retirees* Access suspended on failure to update password on a yearly basis.

* Alumni and retirees retain access to their Queen's email accounts via Microsoft 365. Alumni and retirees do not retain access to any other Office 365 application or service.

onQ
Faculty Active/Emeritus When there is no current appointment in HR system
Staff/Contingent Contract Employees When there is no current appointment in HR system
Sponsor/Guest Access suspended immediately upon termination
Graduate Student Immediately on notice of departure
Undergraduate Student Immediately on notice of departure
Applicant N/A
Alumni N/A
Retirees N/A

PeopleSoft
Faculty Active/Emeritus When there is no current appointment in HR system
Staff/Contingent Contract Employees When there is no current appointment in HR system
Sponsor/Guest When there is no current appointment in HR system
Graduate Student Immediately on notice of departure
Undergraduate Student Immediately on notice of departure
Applicant Continued access
Alumni N/A
Retirees N/A

Proctortrack
Faculty Active/Emeritus When there is no current appointment in HR system
Staff/Contingent Contract Employees When there is no current appointment in HR system
Sponsor/Guest N/A
Graduate Student Immediately on notice of departure from OUR
Undergraduate Student Immediately on notice of departure from OUR
Applicant Continued access
Alumni N/A
Retirees N/A

Queen's Managed Mobile Plan
Faculty Active/Emeritus When no current appointment in HR system OR when mobile contract expires
Staff/Contingent Contract Employees When no current appointment in HR system OR when mobile contract expires
Sponsor/Guest N/A
Graduate Student N/A
Undergraduate Student N/A
Applicant N/A
Alumni N/A
Retirees N/A

If you are retiring, please reach out to qmobile@queensu.ca. Your phone must be handed in or your plan ended (for BYOD plans) when you are no longer an active Queen's employee and/or your mobile contract is completed. Options regarding keeping your number can be discussed at that time.

SOLUS
Faculty Active/Emeritus N/A
Staff/Contingent Contract Employees N/A
Sponsor/Guest Continued access
Graduate Student Continued access
Undergraduate Student Continued access
Applicant Continued access
Alumni N/A
Retirees N/A

 

Streaming Service (Ensemble)
Faculty Active/Emeritus When there is no current appointment in HR system
Staff/Contingent Contract Employees When there is no current appointment in HR system
Sponsor/Guest N/A
Graduate Student IT Admin request
Undergraduate Student N/A
Applicant N/A
Alumni N/A
Retirees N/A

Calling Card and Long Distance Authorization Codes
Faculty Active/Emeritus On ITAdmin Rep request
Staff/Contingent Contract Employees On ITAdmin Rep request
Sponsor/Guest On ITAdmin Rep request
Graduate Student N/A
Undergraduate Student N/A
Applicant N/A
Alumni N/A
Retirees N/A

WebPublish
Faculty Active/Emeritus When there is no current appointment in HR system
Staff/Contingent Contract Employees When there is no current appointment in HR system
Sponsor/Guest Access suspended one month after termination
Graduate Student Manual removal
Undergraduate Student Manual removal
Applicant N/A
Alumni N/A
Retirees N/A

Wiki
Faculty Active/Emeritus Access suspended one month after termination notice from HR
Staff/Contingent Contract Employees Access suspended one month after termination notice from HR
Sponsor/Guest Access suspended one month after termination
Graduate Student Immediately on notice of departure
Undergraduate Student Immediately on notice of departure
Applicant N/A
Alumni N/A
Retirees N/A

Queen's Wireless and Eduroam (secure)
Faculty Active/Emeritus Access suspended one month after termination notice from HR
Staff/Contingent Contract Employees Access suspended one month after termination notice from HR
Sponsor/Guest Access suspended one month after termination
Graduate Student Immediately on notice of departure
Undergraduate Student Immediately on notice of departure
Applicant N/A
Alumni N/A
Retirees N/A

Help & Support

For assistance with termination timelines and procedures, please contact the IT Support Centre by calling 613-533-6666 during regular business hours, or by filling out the online help form.