Accounts Policy

Account Definitions

  • Puget Sound Account
    provides an individually assigned Network ID for use on most University of Puget Sound technology systems. It provides access to e-mail, network resources, remote access, Web-based services, and other electronic resources. There is no charge for a Puget Sound account for eligible individuals (see below for eligibility criteria). Puget Sound accounts are assigned by the Office of the Academic Vice President, Human Resources, and the Office of the Registrar depending on the role of the user.

    The following individuals are eligible for a Puget Sound Account:
    • Full and part time Puget Sound faculty and staff
    • Currently enrolled students
    • Temporary workers while working at Puget Sound (at the discretion of the department head)
    • Employees on official sabbaticals or leaves of absence
    • Faculty Emeriti
    • Consultants paid by Puget Sound who require a Puget Sound account to do their work
  • Sponsored Account
    provides a Network ID to an otherwise non-eligible individual. A sponsored account provides some of the same access as a regular Puget Sound account, but must be sponsored by a department. Requests for sponsored accounts should be submitted in writing to the Office of the Academic Vice President or Human Resources. Please include the specific need for the account in the request.
  • Guest Account
    provides temporary access to participants in conferences or events on campus. Conference and event organizers may request such accounts by contacting the Technology Service Desk. Please indicate the specific need for the guest account(s). Conference and event organizers must accept full responsibility for all activities that occur with any guest accounts they request.

The following does not, in and of itself, qualify an individual for any of the above accounts:

  • Retired Staff
  • Alumni of Puget Sound - Alumni are eligible for certain electronic rights and access available through the Office of Alumni Relations.


  1. All eligible individuals are assigned a Puget Sound Account username based on their preferred full name as officially documented with the university. This username may be changed on request but must still meet these defined guidelines.
  2. Access to electronic systems is a privilege which comes with responsibility to protect those systems. Users are responsible for the use of your account access. You should never disclose your account credentials under any circumstances. You should take all reasonable precautions, including but not limited to password changes and other file protection measures, to prevent unauthorized use of the systems and software accessible by means of your account credentials.
  3. In general, each eligible person will receive one Puget Sound Account.  


The following outlines the process for deactivating those people no longer eligible for a Puget Sound or Sponsored Account.

  1. Staff - Unless an explicit exemption is granted (e.g., prior arrangement with HR - see Account Forwarding Policy below), staff accounts are deactivated within one (1) business day of the staff member’s effective termination date.
  2. Faculty - Unless an explicit exemption is granted (e.g., retirement or prior arrangement with the academic dean’s office), faculty accounts are deactivated 180 days following the faculty member’s effective termination date.
  3. Students:

    Graduating – A student’s Puget Sound Account will generally remain active for 120 days after the date of separation from the university. Students will have access to PeopleSoft for up to one year following the date of separation from the university.

    Non-returning – Students who transfer, withdraw, or otherwise do not return to the university will have their Puget Sound accounts deactivated at the earlier date of either:
         a) notification by the Registrar’s office or
         b) 120 days after the date of separation

    Graduating students will generally be given at least one month of notice before deactivation.

    Students wishing to take a leave of absence and not have their Puget Sound Accounts deactivated should notify and obtain agreement with the Registrar in advance.

Account Forwarding Policy

As stated in the Accounts Policy above, a staff member’s mailbox will be closed at 5 pm on the last day of their employment once we have received notification from Human Resources. If necessary, that person’s email address can be forwarded for a short period of time to either a department email address or to their supervisor’s email address. The supervisor will need to open a ticket with the Service Desk and provide the following information:

  • Last day of employment
  • Date to end the forward (30 day maximum)
  • Email address the emails should get forwarded to
  • Does the forward need to be prepended with ‘Forwarded from <username> – ‘

The forward will be created as a rule within Exchange and will expire at 5pm on the date specified. After the expiration date, any future emails sent to the departed staff member’s address will receive a bounceback message.

Updated: 4/2017