What happens to my FASRC account when I leave Harvard, graduate, or become an external collaborator?

When you leave Harvard’s employ, graduate, or your external collaboration or appointment otherwise ends, your Harvard accounts, including your FASRC account will expire and be disabled soon after. How and when that happens will vary by your job/enrollment type and/or any agreements/appointments made with the university by your department.

NOTE: Also please be aware that we periodically disable accounts which have not been used in the past 9 to 12 months.

Individual home directories: If your account has cluster access, it will also have a home directory. Be aware that this home directory may be removed after the account is disabled. In general, we will try not to do so until at least 1 year after the account is disabled, unless we need to clear space for active accounts. When leaving, you should move any files that your lab may still need from your home directory to your lab’s share/storage.

• Faculty

  Please contact us as soon as you’re able to let us know so that we can help transition any students to new labs and discuss the disposition of any data or equipment under our management. Core and storage are returned to our pool of resources. If you will have a continued affiliation appointment, please let us know this as soon as possible to ensure your account is not closed prematurely.

• Staff

  Your FASRC account will close when your appointment ends and your Harvard email account is closed. Otherwise, unless we are asked to set an expiration date, your FASRC account will remain open as long as you have an active Harvard appointment or Person-of-Interest affiliation. If you need continued access after leaving, please have your department head create a help ticket with details.

• Researchers

  Your FASRC account will close when your appointment ends and your Harvard email account is closed. Otherwise, unless we are asked to set an expiration date, your FASRC account will remain open as long as you have an active Harvard appointment or Person-of-Interest affiliation.
  * Researchers who have left the university will need to work with their PI/Sponsor to obtain a Harvard Person of Interest or Visiting Scholar appointment. Within FASRC, their designation will change to EXTERNAL, for accounting purposes. (This is processed with the university, not FASRC.) See “External Users” below.

• Grad Students

  Your FASRC account will close when your enrollment ends and your Harvard email account is closed. Otherwise, unless we are asked to set an expiration date, your FASRC account will remain open as long as you are enrolled with an active sponsor.
  * Students who have left the university will need to work with their PI/Sponsor to obtain a Harvard “Person of Interest” or “Visiting Scholar” appointment. Within FASRC, their designation will change to EXTERNAL, for accounting purposes. (This is processed with the university, not FASRC.) See “External Users” below.

• Undergrads

  Your FASRC account will close when your enrollment ends and your Harvard email account is closed. Otherwise, unless we are asked to set an expiration date, your FASRC account will remain open as long as you are enrolled with an active sponsor.
  * Students who have left the university will need to work with their PI/Sponsor to obtain a Harvard “Person of Interest” or “Visiting Scholar” appointment. Within FASRC, their designation will change to EXTERNAL, for accounting purposes. (This is processed with the university, not FASRC.) See “External Users” below.

• External Users/Collaborators

  Your FASRC account will expire based on the expiration date on file or at your PI/sponsor’s request. If you need continued access after expiration, please have your PI create a help ticket to let us know they will continue to sponsor you as an external user and to set an expiration date.

  * PoI Appointment

  UPDATE: Until such time as the PoI process for collaborators is better defined and simpler to obtain without having to acquirer a different type of appointment, the requirement for Person of Interest appointments for FASRC external users is on hold. Only approval/sponsorship by a PI is required at this time.

   

  If the account will be active for more than 90 days, the PI and user should immediately work with their local administration/HR to obtain a Harvard “Person of Interest” appointment before the end of that 90 day period. The PI/Sponsor is responsible for the usage and conduct of any external collaborators. Please note that FASRC cannot advise you on the PoI request process. This is unique to the individual and/or department and should be handled by your local HR/administration. FASRC can only verify that an appointment exists or does not.A Standard PoI lasts for one year. Your FARC account will run concurrent to and expire along with your appointment until renewed. Harvard Person of Interest appointment information/links:
  PoI Process Changes (2021) / PoI Local Implementation Managers
  PoI Role Types
  PoI Policy
  PoI Portal

Approval to continue sponsorship must come directly from the PI/sponsor. We cannot accept forwarded emails as proof of sponsorship and must have a direct OK from the sponsor.

Please note that the FASRC cluster is intended only for Harvard-based research and/or research on projects connected directly to a Harvard PI. External users may not use the cluster for their own research or research not connected to their Harvard collaborator.
For questions about continuing your Harvard email and/or Key, please contact HUIT.