Email Policies

Account Eligibility and Creation
Usernames
Account Deletion
Student Organization Accounts
Use of Harvard ID Numbers and Social Security Numbers

Account Eligibility and Creation

The following HLS affiliates are eligible for HLS e-mail accounts: faculty (including visiting); exempt and non-exempt staff; students (including students on leave); casual workers and contractors upon request and approval by ITS; and visiting researchers and fellows. Cross-registered and auditing students are eligible for HLS e-mail accounts only to the degree that such accounts enable access to course-related web sites and MyHLS content: such accounts are typically locked and forwarded to the student's existing Harvard or other-university account. Incoming 1L, LLM, and SJD student accounts are created automatically during the summer based on information provided by the Registrar's Office. Other students should request e-mail accounts from the Student Help Desk located in the basement of Hauser Hall. Faculty and staff e-mail accounts are created upon request by the Help Desk, located in the basement of Hauser Hall.

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Usernames

ITS creates accounts with automatically-generated user names. Due to the large number of accounts maintained (over 3000) and software limitations, ITS does not create accounts with user-specified usernames. Because of the complexity of making changes to assigned user names (the username must also be changed within MyHLS, within HLS internal Web pages, on multiple listservs, and so on) ITS will only change usernames if a user's name changes due to marriage or other extenuating circumstances. ITS will only change a username after verifying the name change with the Registrar's Office (students) or with Human Resources (faculty and staff).

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Account Deletion

Faculty and staff accounts are deleted on the first business day after the termination date. Student accounts are deleted on July 31st at 12:01 a.m. (EST) in the year of graduation or after withdrawal from HLS. Users of accounts due to be deleted receive weekly e-mail warnings commencing four weeks before the expiration date. ITS will not extend student e-mail expiration dates except for these reasons:

  • You have been accepted at HLS for further studies and can provide a copy of your new ID card, or your new end date can be verified in the University student database.
  • You have been accepted at HLS as staff and can provide a copy of your new ID card, or your new end date can be verified in the University employee database.
  • You are working on a project for/with an HLS faculty member or department, and can provide a letter from the faculty member or department head stating your role in the project, and the end date of your term.

If you are eligible for an extension for any of these reasons, bring the required documentation to Hauser 020 to request the extension.

ITS will work with faculty and staff on a case-by-case basis on extension of e-mail accounts past the normal termination date.

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Student Organization Accounts

All registered HLS student organizations are eligible for HLS e-mail accounts. To request an email account please submit the Student Organization Email Request Form. The HUID of the person responsible for the account is required. Accounts automatically expire on 7/1 each year. To renew a student organization account, the person responsible for the account must present a valid student ID card to the Help Desk before 7/1.

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Use of Harvard ID Numbers

A valid HUID is required for an HLS e-mail account. If you do not have your HUID, the Help Desk will create an account with a 2 week expiration. Once a HUID is provided, the expiration date will be removed.

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Last modified: November 19, 2012

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