All current students and employees are advised to use their institute email ID and its linked storage for all Google services such as Gmail, Drive, Photos etc. discreetly. To reduce storage usage on their Google accounts, users should forward unimportant or storage-intensive emails to their Microsoft Office-linked account, which has already been provided by the institute. Microsoft account includes 100 GB of email storage and 1 TB of OneDrive space. The institute may renew the Microsoft Office subscription periodically.
1. Alumni
Alumni whose email has been disabled till date will get 3 months period until 30th September 2025 to contact CCIS (help.email@iitbhu.ac.in). Alumni clearly need to write in their email that they will reduce their google account and linked storage within 3GB limit within 7 days of reactivation of their account. This is a one-time waiver, failing to comply will not be entertained any further.
Please note: The alumni email account will become view-only from 01-October-2025. It means, Alumni account users will be able to receive emails but will not be able to send, reply, or forward messages from this date onwards. It is responsibility of the alumni to regularly ensure that their email storage is within 3GB storage limit to avoid any account closure in future.
2. Former Employees
The Institute will retain the email accounts of former employees with a storage limit of 3GB. If a former employee has lost access to its account, it may request reactivation by submitting a valid proof of identity.
Please note: The email account will be in view-only mode, meaning users will be able to receive emails but will not be able to send, reply to, or forward messages. It is responsibility of the retired employee to regularly ensure that their email storage is within 3GB storage limit.
3. Project and Temporary Staff
Email accounts for project and temporary staffs will be issued. Such staffs will have to get approval for their email extension every year up to the project expiry. The Supervisor/Principal Investigator (PI) must inform CCIS at help.email@iitbhu.ac.in regarding the extension or termination of the email account. If project/temporary staff member leaves, the associated email account will be permanently deleted.
4. Unaccounted, Suspicious, or Inactive Accounts
Email accounts with generic or suspicious-looking names, or those that have not been accessed in the past 2 years, will be permanently deleted as part of routine maintenance.
Please note that CCIS will not issue new email accounts for those that are deleted under this policy.
5. Email ID and Its Suffix
i.Naming of email and their suffix will be decided by CCIS based on convention being followed by them, for homogeneity and maintenance purposes.
ii. Requests for any generic new email Ids should also contain the duration for which it is required. Such emails will be disabled by CCIS, in absence of renewal or notification by associated personnel for its termination. By default, these accounts will be considered valid for 1 year.
Above policy is effective since June 2025.