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 has graduated and is employed at VCU Health System will have their eID@vcu.edu redirected to their vcuhealth.org account at the hospital. Email addressed to eID@alumni.vcu.edu will be delivered to the graduate's alumni Google Workspace account. Data will not be migrated.
To update your name and eID with VCU, please visit the Call Me By My Name page and click the Students or Employees section as appropriate.
After submitting a name change with Records and Registration or Human Resources, your name will be synced to your VCU Google account automatically. After your name change has been completed, you can change your eID by reading and following the instructions on the Changing Your eID Username page.
You can also update the name for your VCU Google account at any time by visiting aboutme.google.com and clicking the "Name" section, then updating your Name or Nickname.
For assistance troubleshooting issues regarding Name of Use and your VCU Google account, please see our Troubleshooting Name-Of-Use in Google page.
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 firstname.lastname@example.org.
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 30 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.
VCU graduates will be provided a new Google Workspace for Education account in the alumni.vcu.edu Google Domain upon graduation. The alumni account is named using the eID@alumni.vcu.edu format. Email addressed to the eID@vcu.edu will forward to the alumni account. Google's authentication will be used. More information is available at https://collaborate.vcu.edu/how-to/use-an-alumni-account/. Data migration will not be available. Graduate's active student accounts will suspend after the re-enroll cycle has expired (three semesters). Former students who are not graduates will be removed after the re-enroll cycle has expired.
We are pleased to continue access to Google Workspace accounts for 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 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 privileges such as a Google Workspace account. The Affiliate Database is an online real-time system that 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 Google Workspace for Education 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 will continue to use their vcu.edu account until their after the re-enroll cycle has expired (three consecutive semesters without registering for class).
VCU uses Google Vault email retention and eDiscovery service for all faculty & staff Google Workspace accounts. 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.