Service Activation Schedule
The table below provides an outline of availability for key services, based on one's role at Queen's University. A timeline for the provisioning of each service is also indicated.
Service activation timelines are subject to change at any time without notice. There may be delays resulting from the processing of HR data, or for service requests initiated through an IT Admin Rep or online form.
Applicants will have immediate access to SOLUS through MyQueen'sU. Other services become active following acceptance to Queen's. In the case of Undergraduate Applicants, Office 365, including email, will only become available if accepted to Queen's.
Important note about employee NetIDs: To obtain an employee NetID, HR PeopleSoft must first create your position. Access for all employee types is granted up to 30 days in advance of the start date (provided the job record has been created). For Term Adjuncts who require more than thirty days access prior to their official contract start date, a Contingent Worker (unpaid) contract can be created to give early access to Queen’s services. The Contingent Worker contract must include an end date which matches the start date of the official contract. To request a Contingent Worker account, IT Admin Reps can submit a request form.
|
Service |
Active/Emeritus Faculty |
Faculty/Staff |
Graduate Student |
Undergraduate Student |
Alumni |
|---|---|---|---|---|---|
|
Immediately upon creation of NetID |
Immediately upon creation of NetID |
Immediately upon creation of NetID |
Immediately upon creation of NetID |
Immediately upon creation of NetID |
|
|
Within 24 hours of NetID creation |
Within 24 hours of NetID creation |
Within 24 hours of NetID creation |
Within 24 hours of NetID creation |
Within 24 hours of email account setup |
|
|
N/A |
N/A |
N/A |
N/A |
N/A |
|
|
Immediately upon creation of NetID |
Immediately upon creation of NetID |
Immediately upon creation of NetID |
Immediately upon creation of NetID |
Immediately upon creation of NetID |
|
|
N/A |
N/A |
Immediately upon creation of NetID |
Immediately upon creation of NetID |
Immediately upon creation of NetID |
|
|
Wireless Networks and eduroam (secure) |
Within 24 hours of NetID creation |
Within 24 hours of NetID creation |
Within 24 hours of NetID creation |
Within 24 hours of NetID creation |
Within 24 hours of NetID creation |
Service Termination Timelines
The table below describes the service termination timeline for all departures from Queen's except in cases of death and termination of employment by Queen's:
- In the case of death, all services are active for six months and then normal termination rules apply.
- In the case of termination of employment by Queen's, access to all services is removed immediately upon notification.
Service termination timelines are subject to change at any time without notice, and delays may occur due to the processing of HR data. Service termination timelines for employees are in accordance with Queen’s IT policy or Collective Agreements (where applicable).
For more details, check out the Service Deprovisioning Procedure.
Note: Queen's alumni and retirees are entitled to use Office 365 for email and calendaring, which includes Microsoft To-Do. For more information, alumni can view the Email for Alumni service and retirees can view the Retirees Association of Queen's website.
| Active Directory (AD) Access | |
|---|---|
| Faculty Active/Emeritus | Access suspended eight months after termination from the HR Payroll System |
| Term Adjunct | Access suspended eight months after termination from the HR Payroll System |
| Staff/Contingent/Contract Employees | Access suspended immediately on termination |
| Sponsor/Guest | N/A |
| Graduate Student | 365 days from notice of departure from OUR |
| Undergraduate Student | 365 days from notice of departure from OUR |
| Applicant | When there is no active application |
| Alumni | Access suspended when account is disabled or removed due to inactivity for 1+ years |
| Retirees | Access suspended when account is disabled or removed due to inactivity for 1+ years |
| Forticlient VPN | |
|---|---|
| Faculty Active/Emeritus | Manual removal |
| Term Adjunct | Manual removal |
| Staff/Contingent/Contract Employees | Manual removal |
| Sponsor/Guest | Manual removal |
| Graduate Student | N/A |
| Undergraduate Student | N/A |
| Applicant | N/A |
| Alumni | N/A |
| Retirees | N/A |
| Examity | |
|---|---|
| Faculty Active/Emeritus | When there is no current appointment in HR system |
| Term Adjunct | When there is no current appointment in HR system |
| Staff/Contingent/Contract Employees | When there is no current appointment in HR system |
| Sponsor/Guest | N/A |
| Graduate Student | Immediately on notice of departure from OUR |
| Undergraduate Student | Immediately on notice of departure from OUR |
| Applicant | N/A |
| Alumni | N/A |
| Retirees | N/A |
| Lecture Capture | |
|---|---|
| Faculty Active/Emeritus | Continued access |
| Term Adjunct | Continued access |
| Staff/Contingent/Contract Employees | Continued access |
| Sponsor/Guest | Continued access |
| Graduate Student | Continued access |
| Undergraduate Student | Continued access |
| Applicant | Continued access |
| Alumni | N/A |
| Retirees | N/A |
| Mailing Lists (Listserv) | |
|---|---|
| Faculty Active/Emeritus | Manual removal |
| Term Adjunct | Manual removal |
| Staff/Contingent/Contract Employees | Manual removal |
| Sponsor/Guest | Manual removal |
| Graduate Student | N/A |
| Undergraduate Student | N/A |
| Applicant | N/A |
| Alumni | N/A |
| Retirees | N/A |
| MyQueen'sU | |
|---|---|
| Faculty Active/Emeritus | Access suspended one month after termination from the HR Payroll System |
| Term Adjunct | Access suspended one month after termination from the HR Payroll System |
| Staff/Contingent/Contract Employees | Access suspended one month after termination from the HR Payroll System |
| Sponsor/Guest | Access suspended immediately upon termination |
| Graduate Student | Continued access |
| Undergraduate Student | Continued access |
| Applicant | Continued access |
| Alumni | N/A |
| Retirees | N/A |
|
Exchange Online* (Email and Calendar), Bookings, Delve, Forms, Groups, Lists, Office Online (Excel, Outlook, PowerPoint, Word, OneNote), OneDrive for Business, Microsoft 365 Apps for Enterprise, Minecraft Education, Planner, Power Apps, Power Automate, Power BI, SharePoint Online, Stream, Sway, Teams, To Do*, Viva, Viva Engage (Yammer) Whiteboard |
|
|---|---|
| Faculty Active/Emeritus | Access suspended 8 months after termination from the HR Payroll System |
| Term Adjunct | Access suspended 8 months after termination from the HR Payroll System |
| Staff/Contingent/Contract Employees | Access suspended immediately upon termination from the HR Payroll System |
| Sponsor/Guest | Access suspended immediately upon termination from the HR Payroll System |
| Graduate Student | 365 days from notice of departure from OUR eligible for Email for Alumni service |
| Undergraduate Student | 365 days from notice of departure from OUR eligible for Email for Alumni service |
| Applicant | N/A |
| Alumni* | Access suspended when account is disabled or removed due to inactivity for 1+ years |
| Retirees* | Access suspended when account is disabled or removed due to inactivity for 1+ years |
* Alumni and retirees retain access to their Queen's email accounts via Microsoft 365. Alumni and retirees do not retain access to any other Office 365 application or service.
| onQ | |
|---|---|
| Faculty Active/Emeritus | Access suspended 8 months after termination from the HR Payroll System |
| Term Adjunct | Access suspended 8 months after termination from the HR Payroll System |
| Staff/Contingent/Contract Employees | When there is no current appointment in HR system |
| Sponsor/Guest | Access suspended immediately upon termination from the HR Payroll System |
| Graduate Student | Access suspended when account is disabled or removed due to inactivity for 1+ years |
| Undergraduate Student | Access suspended when account is disabled or removed due to inactivity for 1+ years |
| Applicant | N/A |
| Alumni | Access suspended when account is disabled or removed due to inactivity for 1+ years |
| Retirees | N/A |
| PeopleSoft | |
|---|---|
| Faculty Active/Emeritus | When there is no current appointment in HR system |
| Term Adjunct | When there is no current appointment in HR system |
| Staff/Contingent/Contract Employees | When there is no current appointment in HR system |
| Sponsor/Guest | When there is no current appointment in HR system |
| Graduate Student | Immediately on notice of departure |
| Undergraduate Student | Immediately on notice of departure |
| Applicant | Continued access |
| Alumni | N/A |
| Retirees | N/A |
| Proctortrack | |
|---|---|
| Faculty Active/Emeritus | When there is no current appointment in HR system |
| Term Adjunct | When there is no current appointment in HR system |
| Staff/Contingent/Contract Employees | When there is no current appointment in HR system |
| Sponsor/Guest | N/A |
| Graduate Student | Immediately on notice of departure from OUR |
| Undergraduate Student | Immediately on notice of departure from OUR |
| Applicant | Continued access |
| Alumni | N/A |
| Retirees | N/A |
| Queen's Managed Mobile Plan | |
|---|---|
| Faculty Active/Emeritus | When no current appointment in HR system OR when mobile contract expires |
| Term Adjunct | When no current appointment in HR system OR when mobile contract expires |
| Staff/Contingent/Contract Employees | When no current appointment in HR system OR when mobile contract expires |
| Sponsor/Guest | N/A |
| Graduate Student | N/A |
| Undergraduate Student | N/A |
| Applicant | N/A |
| Alumni | N/A |
| Retirees | N/A |
If you are retiring, please reach out to qmobile@queensu.ca. Your phone must be handed in or your plan ended (for BYOD plans) when you are no longer an active Queen's employee and/or your mobile contract is completed. Options regarding keeping your number can be discussed at that time.
| SOLUS | |
|---|---|
| Faculty Active/Emeritus | N/A |
| Term Adjunct | N/A |
| Staff/Contingent/Contract Employees | N/A |
| Sponsor/Guest | Continued access |
| Graduate Student | Continued access |
| Undergraduate Student | Continued access |
| Applicant | Continued access |
| Alumni | N/A |
| Retirees | N/A |
| Streaming Service (Ensemble) | |
|---|---|
| Faculty Active/Emeritus | When there is no current appointment in HR system |
| Term Adjunct | When there is no current appointment in HR system |
| Staff/Contingent/Contract Employees | When there is no current appointment in HR system |
| Sponsor/Guest | N/A |
| Graduate Student | IT Admin request |
| Undergraduate Student | N/A |
| Applicant | N/A |
| Alumni | N/A |
| Retirees | N/A |
| Calling Card and Long Distance Authorization Codes | |
|---|---|
| Faculty Active/Emeritus | On ITAdmin Rep request |
| Term Adjunct | On ITAdmin Rep request |
| Staff/Contingent/Contract Employees | On ITAdmin Rep request |
| Sponsor/Guest | On ITAdmin Rep request |
| Graduate Student | N/A |
| Undergraduate Student | N/A |
| Applicant | N/A |
| Alumni | N/A |
| Retirees | N/A |
| WebPublish | |
|---|---|
| Faculty Active/Emeritus | When there is no current appointment in HR system |
| Term Adjunct | When there is no current appointment in HR system |
| Staff/Contingent/Contract Employees | When there is no current appointment in HR system |
| Sponsor/Guest | Access suspended one month after termination |
| Graduate Student | Manual removal |
| Undergraduate Student | Manual removal |
| Applicant | N/A |
| Alumni | N/A |
| Retirees | N/A |
| Queen's Wireless and Eduroam (secure) | |
|---|---|
| Faculty Active/Emeritus | Access suspended one month after termination from the HR Payroll System |
| Term Adjunct | Access suspended one month after termination from the HR Payroll System |
| Staff/Contingent/Contract Employees | Access suspended one month after termination from the HR Payroll System |
| Sponsor/Guest | Access suspended one month after termination from the HR Payroll System |
| Graduate Student | Immediately on notice of departure |
| Undergraduate Student | Immediately on notice of departure |
| Applicant | N/A |
| Alumni | N/A |
| Retirees | N/A |
| Zoom | |
|---|---|
| Faculty Active/Emeritus | Account deactivated immediately after termination and account permanently deleted after 120 days |
| Term Adjunct | Account deactivated immediately after termination and account permanently deleted after 120 days |
| Staff/Contingent/Contract Employees | Account deactivated immediately after termination and account permanently deleted after 120 days |
| Sponsor/Guest | Account deactivated immediately after termination and account permanently deleted after 120 days |
| Graduate Student | Account deactivated immediately after termination and account permanently deleted after 120 days |
| Undergraduate Student | Account deactivated immediately after termination and account permanently deleted after 120 days |
| Applicant | N/A |
| Alumni | N/A |
|
Retirees |
Account deactivated immediately after termination and account permanently deleted after 120 days |
Note that all accounts that have not logged in for 13 months are switched back to Basic, even if they remain eligible for a Full License.
Upon logging in again, the account will be automatically switched back to Licensed, if eligible.
Help & Support
For assistance with termination timelines and procedures, please contact the IT Support Centre by calling 613-533-6666 during regular business hours, or by filling out the online help form.