Student Computing Accounts Expiration

An explanation of Accounts Lifecycle from ACTIVE to REMOVED

Your computing accounts start from your student ID number with York University's Registrar's Office. After getting your student ID number, one of the first things that you will do is choose a Passport York username for yourself which will be the same username that will show up in your York email address and other computing accounts (FAS, Mymail email, etc.). Your status as a student with the Registrar's Office (i.e. registered in courses, paid minimum fees, requirements met, etc.) essentially drive the state of your computing accounts.

  1. When your computing accounts are ACTIVE
    After you choose your username, the system will automatically assign and grant you computing accounts based on the type of student you are, such as FAS, Mymail email, etc. The status of these computing accounts when you are an active student (according to the Registrar's Office as mentioned above) is known as the ACTIVE state. This is the typical state of computing accounts when you are a first year, second year, third year, fourth year, Graduate student, non degree, etc.
  2. When your computing accounts are ACTIVE (EXPIRING)
    If for any reason you are no longer an active student with the Registrar's Office (e.g. no longer taking courses, unpaid fees, requirements not met, finished school, graduated, etc.) then your computing accounts will start to go through an expiry process. The first step of the expiry process is a system generated message being sent to your York email account (the very account that is expiring) explaining that you are no longer an active student according to the Registrar's Office records. At this time, it is understood that your computing accounts are ACTIVE and in a EXPIRING state. This means in terms of functionality, your accounts still work, behave normally, and you will not notice anything different with using your account, but the expiry process has essentially started. When computing accounts are in this ACTIVE (EXPIRING) state, you can still become an active student with the Registrars Office (e.g. register in a course, pay minimum fees, etc.) and your computing accounts will go fully ACTIVE again. What can I do at this point?
  3. When your computing accounts are CANCELLED
    The next step of the expiration process is the CANCELLED state where your computing accounts are still present but you cannot log into them i.e. your email account can receive email and function with vacation message behavior, but you cannot login to the account to read your email or do anything. When computing accounts are in this CANCELLED state, you can still become an active student with the Registrar's Office (i.e. registered in courses, paid minimum fees, etc.) and your computing accounts will go fully ACTIVE again. If no action is taken to become an active student again, the next status of the computing accounts will be REMOVED (which means they will be deleted/unrecoverable).
  4. When your computing accounts are REMOVED
    The final state of the expiration process is called the REMOVED state where computing accounts are deleted and unrecoverable i.e. your email account no longer exists and if anyone sends an email to it, it will bounce back with a message stating the email account doesn't exist, also any forwarding settings and vacation messages you set will no longer function either. If you come back as a student after this state has occurred, you will have the computing services that you would normally have access to as an active student, but the accounts will be empty as if they were brand new accounts.

What should I do immediately?

If you are using your York University email address in any online profiles (for e.g. Facebook, Twitter, Instagram, online forums, job posting boards, banking, credit cards, etc), we strongly advise that you must update your profiles with your personal email accounts instead of your York University email address.

What can I do with my computing accounts before they go CANCELLED?

Based on what type of computing account you have, see which of the following apply to you:

  • Vacation Messages
    • Setting Vacation Message on Google Apps at York
      Instructions for setting a vacation message for undergrad students on mail.my.yorku.ca is available here.
    • Setting Vacation Message on Outlook
      Instructions for setting a vacation message for grad students on Outlook is available here.
    • Setting Vacation Message on Mymail
      Instructions for setting a vacation message for grad students on mymail.yorku.ca | oldmymail.yorku.ca is available here. If you use Mymail (mymail.yorku.ca) you can only set a vacation message for your account via oldmymail.yorku.ca.
  • Accessing your files
    • FAS
      Instructions for accessing your FAS account to make a copy of your files/document (if you used lab computers, library computers, or MyApps and saved files and documents on your personal student F:\ drive e.g. MS Word, MS Excel, etc.) is available here.
    • One Drive
      Please see instructions at https://office365.info.yorku.ca/onedrive/
    • Accessing your Google Account
      Please see instructions for accessing your Google account to make a copy of your files/documents
  • Accessing mail
    • A. What can I do about my email easily?
      The easiest thing to do while you can still log into your account is to go into your email account and forward any important emails you have to your own personal email account (gmail, hotmail, yahoo, etc.).
    • B. What else can I do about my email?
    • You can use a mail client such as Mozilla Thunderbird (free) to access your email as well. However this requires a more technical and time intensive self serve setup. If you cannot get this working we suggest that you choose option A above. To help with this here's a Youtube video on Thunderbird setup for a free personal Gmail account. This video illustrates how Thunderbird can be setup to access an email account. Otherwise, to setup access to York email accounts please instead use the settings below:

      • Incoming and outgoing server for Central MyMail

        Incoming Server: mypost.yorku.ca | Port: 993 | SSL/TLS | Authentication: Normal
        Outgoing Server: mailrelay.yorku.ca | Port: 587 | STARTTLS | Authentication: Normal

      • Incoming and outgoing server for Gmail:

        Incoming Server: imap.gmail.com | Port: 993 | SSL: | SSL On
        Outgoing Server: smtp.gmail.com | Port: 465 | Authentication: Normal

      • Incoming and outgoing server for Outlook email
      • Incoming Server: outlook.office365.com | Port: 993 | SSL: SSL On (TLS)
        Outgoing Server: smtp.office365.com | Port: 587 | SSL: SSL On (TLS)

      Note: After you have successfully setup a mail client to access your mail, you can more easily move and copy mail messages from one account to another.