---
title: "Student IT Account Life-cycle"
type: "wiki"
space: "IT Services"
author: "Nadine Chautilal"
created: 2023-01-26T21:52:25Z
updated: 2026-06-16T20:27:23Z
tags: ["its-services"]
url: "https://students.senecapolytechnic.ca/spaces/186/it-services/wiki/view/8630/student-it-account-life-cycle"
---

# Student IT Account Life-cycle

### Overview

A Seneca Polytechnic account, which includes access to email, OneDrive and other Seneca-licensed software and services, is created when a prospective student applies for a full-or part-time program. The account’s life cycle depends on the student’s enrolment and graduation, among other things. The information below details the retention and deprovisioning process.

| **Role** | **Definition** | **Retention** |
| :--- | :--- | :--- |
| Current students | Students who are currently enrolled in a full-and/or part-time program or course | <ul><br><li>full access to all Seneca services and software as applicable</li><br></ul> |
| Applicant and student withdrawals | Prospective students who<br><br><ul><br><li>applied for a full- or part-time program in Seneca but did not accept the offer or enrol in a term</li><br><li>withdrew within 10 days of the term starting</li><br><li>have not applied for a future program</li><br></ul> | <ul><br><li>account including OneDrive and Office 365 (O365) mailbox will be deleted 30 days after the beginning of the applicable term</li><br></ul> |
| Alumni: less than one year | <ul><br><li>students who have successfully graduated from either a Seneca full- or part-time program</li><br></ul> | Immediately after their last attended term,<br><br><ul><br><li>access will be restricted to the <a href="https://sw.senecapolytechnic.ca">Seneca Works career portal</a> only</li><br><li>O365 licence will be downgraded to <a href="https://docs.microsoft.com/en-us/office365/servicedescriptions/office-365-platform-service-description/office-365-education">web access only</a></li><br><li>access will be restricted to library services only</li><br><li>OneDrive and Office 365 (O365) mailbox will be deleted one term after the last attended term</li><br><li>they will not have access to any Seneca-licensed software/services</li><br><li>account will be deleted after three terms (one year)</li><br></ul> |
| Students who did not graduate | <ul><br><li>students who did not graduate and have not registered for a future term</li><br></ul> | <ul><br><li>access is the same as current students</li><br><li>account will be deleted after two terms, including OneDrive and O365 mailbox</li><br></ul> |
| Part-time students: single course completed | <ul><br><li>students who completed one part-time course and have not registered for any additional courses</li><br></ul> | Immediately after their last attended term,<br><br><ul><br><li>O365 license will be downgraded to <a href="https://docs.microsoft.com/en-us/office365/servicedescriptions/office-365-platform-service-description/office-365-education">web access only</a></li><br><li>they will not have access to any Seneca-licensed software/services</li><br></ul><br><ul><br><li>account will be deleted after one term, including&nbsp;OneDrive and O365 mailbox</li><br></ul> |
| Alumni: more than one years | students who graduated more than three terms ago and have not enrolled in a future program | <ul><br><li>students will only have access to the Student Home to perform specific tasks like requesting a transcript or credential by linking their student number and their personal email address on file (<a href="https://formerstudents.senecapolytechnic.ca/">former student portal</a>)</li><br><li>O365 email and OneDrive will be deleted</li><br></ul> |