This email policy is intended to help faculty, staff and students understand when accounts are created and determine what information sent or received by email should be retained and for how long.

The information covered in these guidelines includes, but is not limited to, information that is either stored or shared via electronic mail or instant messaging technologies.

All faculty, staff and students should familiarize themselves with this email policy.

Questions about the proper retention of a specific piece of information should be addressed to your manager. Questions about these guidelines should be addressed to an email administrator or IT Services Security Officer.

This email policy is secondary to Marquette University policy on Freedom of Information and Business Record Keeping. Any email that contains information in the scope of the Business Record Keeping policy should be treated in that manner.

With the implementation of CheckMarq, IT Services have put in place automatic processes for both activation and deactivation of CheckMarq and eMarq accounts. Student and faculty/staff processes are described below.

Activation - Student accounts are created when they are entered into CheckMarq with an admit status of "applied" or higher. A weekly process runs to generate accounts; these accounts are available for use the day after they are created. Students are notified of their eMarq address and account username and password by letter.

Deactivation - Student accounts (CheckMarq and eMarq) will remain active for two full terms following the last active enrollment for any term (not including Summer).

For example:

Leave/Graduate Account deactivated
December 2021 January 2023
May 2022 or August 2022 July 2023
December 2022 January 2024
May 2023 or August 2023 July 2024
December 2023 January 2025
May 2024 or August 2024 July 2025

Applicants for admission who do not end up attending Marquette University will have their accounts deactivated immediately when flagged as "Cancelled," "Withdrawn" or "Denied" within CheckMarq.

Activation - Faculty/staff accounts are created when new employees are entered into the HR/Payroll system. See more information about faculty and staff accessing email for the first time.

See also the Account Creation, Deletion and Retention Policy (campus restricted).

Encrypted Communications
Marquette University encrypted communications should be stored in a manner consistent with Marquette University's Information Sensitivity Policy (restricted to campus), but in general, information should be stored in a decrypted format.


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