Frequently Asked Questions - Privacy

As an employee of UC Berkeley, any information you create or receive during your employment that has anything to do with the business of UC or the Campus belongs to the Regents.  Whether it is information stored in your paper files, on your computer, voice messages, portable media, home laptop, or another account or device used by you,  the information is Regential property and must be created and managed according to policy.

Any personal information you may accumulate during your employment belongs to you.  You are responsible for the management of your own information.  This means at a minimum that if you move location, transfer to a new position, or separate from University employment you must take your personal information with you.  Any personal information left behind will be treated in the same manner as any tangible personal property.  It will be disposed of according to the campus procedure. 

Access to former employee email or files is coordinated through the Campus Privacy Officer, Office of Ethics, Risk and Compliance Services:

• Accessing Former Employee Email or Files

Authorization to access electronic communications, with or without consent, is coordinated through the the Campus Privacy Officer, Office of Ethics, Risk and Compliance Services:

• Authorization to Access Electronic Communications

Employees have a standard 90-day grace period after they have separated from UC Berkeley, during which they can access limited campus services, such as bMail. In rare cases, a department may want to request early termination of a former employee’s CalNet or Berkeley email (bMail) account before the end of the standard 90-day grace period.

Departments can contact policy-access@berkeley.edu to discuss how to deactivate employee (including volunteer and affiliate) CalNet or bMail accounts immediately or otherwise earlier than the normal grace period. 

Forms and Process:

• For early disabling of a separated employee’s access, download the Request for Exceptional Disabling of CalNet Account form below for information and instructions. This form is intended to be used for emergency early CalNet account termination. Signed approval by an authorized departmental official is required.
  • Request for Exceptional Disabling of CalNet Account form (Word version)

• If the account suspension is temporary and the employee may eventually return to their position, download the Request for TEMPORARY Disabling of CalNet ID or bMail Account form below for information and instructions. This action is for exceptional circumstances only and must be approved by the employee's Department, Human Resources, and Campus Counsel. 
  • Request for TEMPORARY Disabling of CalNet ID or bMail Account form (Word version)

• A scanned image of the printed form (with signature) may be submitted by email in lieu of a hard-copy.