IT Guide for Bowdoin Emeriti

Questions

  • I've been granted Emeriti status — what happens to my Bowdoin IT accounts?
  • What email address will I have as Emeriti faculty or staff?
  • Can I keep my Bowdoin email address after I retire with Emeriti status?
  • What happens to my email and files when I leave as an Emeriti?
  • Can I still use Microsoft Office after retiring with Emeriti status?
  • Will I still have VPN access as an Emeriti?
  • How long do I have to move personal emails before my original account is closed?
  • What happens to my Bowdoin-issued computer when I leave?
  • Does IT support my personal computer if I have an Emeriti account?
  • What is included in the Bowdoin Emeriti Microsoft 365 account?

Environment

This article applies to Bowdoin faculty and staff who have been granted Emeriti status by the Board of Trustees. Emeriti status is an honorary designation for retired persons with a minimum of 25 years of service who have rendered exemplary contributions to the College. IT does not determine eligibility — status is conferred by the Trustees on the written recommendation of the Senior Officers or the President.

Note: If you are leaving Bowdoin without Emeriti status, see IT checklist for an employee when they are preparing to leave the college and How long does a Bowdoin account stay active after leaving? in the Related Articles section instead.

Resolution

Tap or click a section to jump directly to it:

Your new Emeriti email address Moving personal email (Faculty) What your Emeriti account can access Your files and data Bowdoin-issued computer and equipment IT support after departure

Your new Emeriti email address

Upon confirmation of Emeriti status, IT will reach out with information about the Emeriti email account process and to request a preferred username for the new address. Access to the new account is provided at least two weeks before the scheduled departure date.

The new email address will be in the format {SelectedUsername}@bowdoin.edu, where the username is chosen by the account holder. Note that usernames cannot contain a period.

The new Emeriti account is protected by multi-factor authentication (MFA) and supported by Bowdoin IT.

Important: The original Bowdoin email account will be disabled at or around 5:00 PM EST on the scheduled departure date. Before that happens, set an automatic reply on the original account letting contacts know the new Emeriti email address. This must be done before the end of the last day — it cannot be set after the account is disabled.

A few additional details about the Emeriti email account:

  • No automatic forwarding: Email sent to the original address cannot be automatically forwarded to the new Emeriti address.
  • Inactivity: An Emeriti account that goes unused for a full year will be disabled.
  • Re-hire: If an Emeriti faculty or staff member is re-hired by Bowdoin for any reason, the Emeriti account remains in place and a separate new account is created for the period of re-employment.

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Moving personal email (Faculty)

In accordance with the Bowdoin College Email Policy, all email messages and attachments in the original account are the property of Bowdoin College and cannot be moved automatically into the new Emeriti mailbox.

Faculty members may manually move personal email and research-related messages that do not contain college business content or student data. To do this:

  1. In the original mailbox, create a folder titled To be migrated.
  2. Move any eligible personal email and research correspondence into that folder. Do not include FERPA-protected student data or college business correspondence such as committee communications, faculty meeting notes, or department records.
  3. IT will move the To be migrated folder into the new Emeriti mailbox.

After departure, the original account will remain accessible as a shared mailbox for 180 days, giving additional time to identify and move any personal messages that were missed. The original email address will also be added as an alias on the new Emeriti account.

What counts as FERPA-protected data? The following types of student information must not be moved and must remain in the original College-owned mailbox:
  • Date and place of birth, parent or guardian contact information
  • Grades, test scores, courses taken, academic specializations, and official letters about a student's status
  • Special education records
  • Disciplinary records
  • Medical and health records created or maintained by the College
  • Attendance documentation, degrees earned, awards conferred
  • Student ID codes, Social Security numbers, photos, or other identifying information

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What your Emeriti account can access

The Emeriti account includes a Microsoft 365 A1 license, which provides:

  • Bowdoin email (the new Emeriti address)
  • Online versions of Microsoft Office applications (Word, Excel, PowerPoint, etc.) via a browser
  • Other services included in the Microsoft 365 A1 plan
Important: The Microsoft 365 A1 license does not allow sign-in to Office applications installed on a personal computer. To use installed versions of Word, Excel, PowerPoint, or other Office apps after departure, a personal Microsoft 365 subscription will need to be purchased separately.

In addition to Microsoft 365, the Emeriti account includes:

  • Bowdoin VPN: Access to Bowdoin's VPN is available for reaching on-campus-only resources from off campus.
  • Library services: Some Bowdoin Library services are available with an Emeriti account. Contact the Library directly to confirm what is included.

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Your files and data

As with email, only personal and research data may leave the College. The same FERPA and data security guidelines that apply to email apply equally to files. College business files must remain with the institution.

Personal and research files may be moved to a personal storage location before departure, including:

  • Personal OneDrive or cloud storage (Dropbox, iCloud Drive, Google Drive, etc.)
  • Physical media such as an external USB drive or thumb drive
Important: Bowdoin-issued computers are erased shortly after departure. Move any personal files to personal storage before your last day — data left on College devices cannot be recovered afterward.

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Bowdoin-issued computer and equipment

All Bowdoin-issued computer equipment remains the property of the College and must be returned when staff retire. Faculty may make specific arrangements in advance with the Dean of Academic Affairs and Information Technology.

If a computer is approved to leave the College, IT staff will:

  • Completely erase the device
  • Assist with creating a personal account on the device for use after departure

No Bowdoin software will be installed on the device after erasure. Obtaining any software needed going forward is the responsibility of the account holder. IT will not provide support for the device once the employee leaves the college.

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IT support after departure

Bowdoin IT will continue to provide support for Emeriti in the following areas:

  • Emeriti email account — account access and troubleshooting
  • Multi-factor authentication (MFA) — Okta Verify setup and account management
  • VPN — installation and use on supported operating systems

Support for personal computers, personal devices, or any software not listed above is outside the scope of Bowdoin IT and will be referred to a third-party provider or the manufacturer.

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Additional Help

If you need further assistance, you have several options:

  • Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
  • Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
  • In person: Visit the Tech Hub in Smith Union during business hours.
  • Submit a ticket: Request assistance through the Service Catalog.

Additional Resources

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