MCommunity Directory Group Expiry Policy

This document describes the renewal and expiry policies for groups in the MCommunity Directory.

Policy Summary

Diagram of the group expiry process

When a group is created, its expiration is set to a year from the date of creation. If the group is still effective or active at that point, the group owner(s) must renew it.

Groups that are not renewed before the expiry date will be "disabled"- no entry or activity will be possible within the group. An expired group remains in the directory in a disabled state for one year. During that time, the group owner(s) can renew it. Expired/disabled groups are deleted from the directory one year after they expire, unless they are renewed.

Group Expiration Steps

  1. When a group is created, it is set to expire one year from the date of creation.

    Group owners can renew the group at any time. See the Renewing Groups section of Managing Groups that You Own in the MCommunity Directory for renewal instructions.

  2. Ninety days before a group should expire, an email renewal notice is sent to the owner(s) through email. Group owners must have a valid mail forwarding address in their directory entry in order to receive renewal notices. A group owner can then choose any of these options:

    • Renew the group (see renewal instructions in group ownership documentation).

    • Allow the group to expire on its original expiration date.

    • Delete the group if it is no longer needed (see deletion instructions in group ownership documentation).

    The text of the 90-day notice is provided at the end of this document (Appendix: Text of the 90-Day and 30-Day Renewal Reminder Notices).

  3. Thirty days before a group should expire, a final renewal reminder notice is sent to the owner(s) through email. Group owners must have a valid mail forwarding address in their directory entry in order to receive renewal notices.

  4. The group is disabled on its expiration date. Disabled groups no longer work. Mail sent to a disabled group will be returned to the sender. If a disabled group is used to control authorization (for access to a website or wiki), the authorization will fail. The group's directory entry will be marked "disabled."

    The text of the 30-day notice is provided in Appendix: Text of the 90-Day and 30-Day Renewal Reminder Notices.

  5. The group will remain in the directory in a disabled state for one year. The owner(s) can renew it during this time. After one year, if it is not renewed, it will be deleted from the directory. Once it is deleted, it cannot be retrieved or renewed.

Note: If a group owner is no longer maintaining a group that is still needed by its members, the members of that group can request ownership so that it can be renewed and maintained. Group members who wish to become owners of otherwise abandoned groups can contact the ITS Service Center.

Appendix: Text of the 90-Day and 30-Day Renewal Reminder Notices

90-Day Renewal Reminder

Date: <date sent will appear here>
From: 4HELP@umich.edu
Reply-To: 4HELP@umich.edu
To: <your e-mail address will appear here>
Subject: In 90 days, your MCommunity Directory group(s) will expire

You own one or more groups in the MCommunity Directory <http://mcommunity.umich.edu> that will expire in 90 days. If not renewed, the group(s) listed below will expire on <expiry date will appear here>.

Instructions for renewing groups, as well as more information about group expiry, can be found in 'Managing Groups that You Own in the MCommunity Directory' at:
<https://documentation.its.umich.edu/node/356>

If you renew, review the group settings to be sure they are still appropriate, particularly the setting for group member visibility. You are responsible for respecting group member needs for privacy.

If you have questions or need help with this, please contact the ITS Service Center at 734-764-HELP (764-4357), or 4HELP@umich.edu.

- MCommunity Directory

List of group(s) expiring -

Groupname 1
Groupname 2 (etc)

30-Day Renewal Reminder

Date: <date sent will appear here>
From: 4HELP@umich.edu
Reply-To: 4HELP@umich.edu
To: <your e-mail address will appear here>
Subject: In 30 days, your MCommunity Directory group(s) will expire

You own one or more groups in the MCommunity Directory <http://mcommunity.umich.edu> that will expire in 30 days. If not renewed, the group(s) listed below will expire on <expiry date will appear here>.

Instructions for renewing groups, as well as more information about group expiry, can be found in 'Managing Groups that You Own in the MCommunity Directory' (S4382) at:
<https://documentation.its.umich.edu/node/356>

If you renew, review the group settings to be sure they are still appropriate, particularly the setting for group member visibility. You are responsible for respecting group member needs for privacy.

If you have questions or need help with this, please contact the ITS Service Center at 734-764-HELP (764-4357), or 4HELP@umich.edu.

- MCommunity Directory

List of group(s) expiring -

Groupname 1
Groupname 2 (etc)

Last Updated: 
Thursday, February 16, 2017