Account Provisioning

In general, employee eligibility for Microsoft 365 is extended to:

• UT Austin current or future employees

• UT Austin official visitors

• UT Austin affiliate workers

• UT System current employees

• Any EID that has been granted the EML entitlement

Current or future UT Austin employees whose primary affiliation with the University is not as a student, will have a Microsoft 365 account created automatically (a process called auto-provisioning) with an address in the austin.utexas.edu domain. If the primary affiliation is as a student, then the account will be created automatically with an address in the @my.utexas.edu domain.

Departmental technical support contacts may add secondary addresses with other valid custom domains as necessary (or @austin.utexas.edu for student workers).

Upon creation of a Microsoft 365 account, the account’s owner will be notified of its creation by an email message sent to their official email address on file with the University. Their manager will also be notified.

If a person is eligible for a Microsoft 365 account and it was not auto-provisioned, they may sign up for a mailbox using the Office 365 Management web application. This self-service tool can also be used to perform management actions on an account, such as changing an email address, setting or clearing a forwarding address, or updating the display name.

Deprovisioning/Loss of Eligibility

When a person loses eligibility for a Microsoft 365 account, it will be deprovisioned after 120 days (365 days for students). If eligibility is regained during the 120 day grace period, the deprovisioning action will be canceled and the account will remain in place. This prevents temporary lapses in eligibility from causing an account to be removed improperly.

Figure 1 (below) illustrates these rules as a flowchart:

Open

Figure 1: Flow chart for mailbox provisioning and deprovisioning

Data Access and Business Continuity

When an employee leaves the university, their manager is notified that they have 120 days to request access to the contents of the employee’s Microsoft 365 account.

If the account contains departmental or university records which must be maintained for business continuity, records management, or other reasons, access to its contents may be requested by the former employee’s manager, Dean, Director, or department head by submitting a request to security@utexas.edu.

Possible access scenarios include:

• Granting permissions to one or more individuals, such as:

  • FullAccess permissions to a mailbox to review and copy email content and calendar items

  • Access to OneDrive to review, copy, or change ownership of files and folders

• Exporting contents of the account wholesale, such as:

  • An export of a mailbox to a PST file

  • An export of OneDrive content to a .zip file

In general, granting permissions is a quicker process and is preferred by the Microsoft 365 administrators if possible. Please ensure that you allow two (2) business days to fulfill a permissions request and up to five (5) business days to fulfill an export request.