For assistance, please contact your department's computer support staff, the VCU IT Support Center at 804-828-2227 or submit a support ticket.
An employee who leaves employment at VCU for employment at VCU Health System will have their eID@vcu.edu redirected to their vcuhealth.org account at the hospital. The VCU account will no longer be available. Please review steps included under Email/Email Accounts to prepare your account prior to departure. Data will not be migrated.
A former student who is employed at VCU Health System will have their eID@vcu.edu redirected to their vcuhealth.org account at the hospital. The student account will remain available. Data will not be migrated.
The change to your display name on your G Suite/Google account comes from the VCU Banner system. Once your Banner record updates, your display name will update as well. If you wish your eID to change due to a legal name change, submit a support ticket.
If both an employee and a current student, the change must be made in Human Resources and Records and Registration.
Outside normal account suspension upon separation from VCU, requests from departments for suspension, removal, or access to university systems must be submitted as a special request.
The request must originate from a Dean or equivalent administrative position (faculty/staff) or Dean of the School or the Division of Student Affairs or equivalent administrative position (students) and be sent to the Chief Information Security Officer at email@example.com.
For questions, contact the VCU IT Support Center at 804-828-2227.
Requests for the restoration of email data or Google Drive transfer require authorization of a dean or equivalent administrative position, such as vice provosts, associate/assistant vice presidents, executive directors, etc. (or above). The dean or equivalent administrative position should forward the request to R. Scott Davis, Director, Application Services, VCU Technology Services. This policy was approved by the University Information Technology Advisory Committee (UITAC) as part of the Email Policy and Operational Procedures Issues document.
Inadvertently deleted email may be restored from trash for up to 30 days or by an administrator if requested less than 25 days following permanent deletion. After this allotted time has passed, email is not recoverable.
Google Drive documents may be restored from trash for up to 60 days, or by an administrator if requested less than 25 days following permanent deletion. After this allotted time has passed, Drive data is not recoverable.
Submit a support ticket or contact the IT Support Center at 804-828-2227 to make this request.
We understand that users at VCU sometimes have multiple roles. Email gets routed to different accounts depending on your role(s). If you have more than one role at VCU, check out our guide to help you learn how your account(s) will work.
Access to a VCU faculty/staff G Suite/Google account will be removed when a Banner record indicates an individual is no longer employed or affiliated.
Graduates, if you received a myVCUmail account (mymail.vcu.edu) after August 2009, your mymail.vcu.edu account remains active after you leave the university with one exception. School of Dentistry student accounts will be deleted one month following graduation. This account is associated with the university's eID userid and password. Following the implementation of a new Identity & Access Management System in 2019, access to a former student account following a password reset will only be available via a web browser (Chrome preferred) or the Gmail specific apps from the Apps or Play store on mobile devices. We no longer support the use of third party IMAP clients for former students. Former student accounts who are not graduates will be removed after the re-enroll cycle has expired.
If you return to the university as a faculty or staff person, or as an employee of VCU Health System, your mymail.vcu.edu will no longer be your primary university email account, as your role has changed. But you may continue to use your @mymail.vcu.edu address for your personal use. Any official university business should be conducted via an account in the faculty/staff Google domain or on the VCU Health System if employed by VCU School of Medicine or VCU Health System.
If you return to the university as a student, your mymail.vcu.edu will continue to be your primary university email account.
We are pleased to continue access to a G Suite/Google account to faculty with Emeritus status. The department does have to enter you into the "VCU Affiliate Database" with an EMER job class so that we can validate who you are. Retired faculty members may also keep their VCU G Suite/Google account if the retiree's record is listed in the Affiliate Database. Interested retirees should check with their department and request inclusion in this database with a RET job class.
The Affiliate Database is VCU's method of allowing departments to give "official" status to persons who are no longer VCU employees but are affiliated with the University and should have some VCU privilege such as a G Suite account. The Affiliate Database is an online real-time system which has been decentralized to the "owning" department (the department responsible for the individual's affiliation). All non-employees except those with EMER or RET job class have a June 30 end date. It is the responsibility of the department, dean's office, or vice president's office to extend the end date annually by inputting and maintaining data on their "affiliated" employees. Individuals within departments who handle these issues are usually personnel administrators or assistants.
Faculty who are leaving the university for another position outside of VCU must use caution when moving email from VCU to another location. Any email that contains PHI or HIPAA related data may not be transferred to an external (non-VCU-related) email service.
VCU staff members will not retain their G Suite/Google accounts after they leave employment or retire from the university unless their department adds them to the Affiliate database. Employees who are also active students at the time of their departure from the university may continue to use their student mymail.vcu.edu account.
VCU uses Google Vault email retention and eDiscovery service for all G Suite accounts in the faculty/staff domain. The Library of Virginia guidelines for Virginia State Agencies are followed.
Accounts are purged annually in January upon return from winter break. Employee accounts that have passed the required data retention timeframe of three years are expunged and no longer discoverable.
Visit VCU's Record's Management FAQs for more information.