IT Response to Death of a Student, Faculty or Staff Member

When the Office of Information Technology is informed of the death of an active student, faculty, or staff member, they will adhere to the following procedures as they relate to Bronco NetID, Webmail Plus, and voice mail deactivation.

See also removal of authenticated services for additional actions. 

Death of a student IT procedure

  • The office of the Associate Vice President of Student Affairs shall inform oit-security@wmich.edu of the death of an active student.
  • Upon notification, the security team in information technology shall create an auto-reply message in the email account and ensure that no new email is accepted.
  • The standard message is: “This is an automated message. This account is no longer available." This message will remain active for 30 days.
  • IT will also disable login access to the account.
  • Email access must be authorized by the University legal office, or the CIO.

Death of a faculty member IT procedure

  • Notification of the death of an active faculty member shall come from the faculty member's dean or chair person to oit-security@wmich.edu.
  • Upon notification by the department dean or chair, the security team in information technology shall create an auto-reply message in the email account and ensure that no new email is accepted.
  • They may choose the standard message: “This is an automated message. This account is no longer available.", or have an additional message appended to the standard message, referencing another email address to contact instead. This message will remain active for 30 days.
  • IT will also disable login access to the account.
  • The phone service representatives will change the voice mail password to allow departmental access, if requested.
  • Email access must be authorized by the University legal office, or the CIO.

Death of a staff member IT procedure

  • Notification of the death of an active staff member shall come from the staff member's supervisor to oit-security@wmich.edu.
  • Upon notification by the staff member's supervisor, the security team in information technology shall create an auto-reply message in the email account and ensure that no new email is accepted.
  • They may choose the standard message: “This is an automated message. This account is no longer available.", or have an additional message appended to the standard message, referencing another email address to contact instead. This message will remain active for 30 days.
  • IT will also disable login access to the account.
  • The phone service representatives will change the voice mail password to allow supervisor access, if requested.
  • Email access must be authorized by the University legal office, or the CIO.

Document action

Approved by Campus Security Committee: Nov. 2014
Approved by President's Senior Leadership: Nov. 2014