TWU Email Account and Access Guidelines

This article explains when TWU email accounts are created, how they are accessed, and when they are deactivated for different user groups: faculty, staff, adjunct faculty, students, alumni, retirees, retirees with emeritus status, and university affiliates.

This article explains when TWU email accounts are created, how they are accessed, and when they are deactivated for different user groups: faculty, staff, adjunct faculty, students, alumni, retirees, retirees with emeritus status, and university affiliates.

1. Email Account Creation

• A Pioneer Portal account is required for all TWU students, faculty and staff to access the network and university systems. Follow the steps in Creating a TWU Pioneer Portal Account to get started.
• TWU Email account is created after the Portal account is established. Your TWU email will be Portal username@twu.edu.
• TWU email accounts are intended for conducting university business, such as teaching, learning, and course- or work-related communication. They should not be used for personal activities, including banking, job applications, or social media.

Faculty, Staff & Adjuncts

• Portal Account: Can be created 60 days prior to assignment start date.

Students

• Portal Account: Can be created 3 - 5 business days after applying to TWU through Common App, ApplyTexas or TargetX. 

University Affiliates (Contractors, Vendors, etc.)

• Portal Account: Can be created 60 days prior to assignment start date.
• Access is granted through the TWU University Affiliate Onboarding & Approval Process.

2. Account Activation Timeline

Email Account Creation:

• O365 Mailbox: Once the Portal account is created, it takes approximately 10–15 minutes for the Office 365 mailbox to be created.
• Gmail Account: The process that creates Gmail accounts runs every six hours (at 12:00 PM, 6:00 PM, 12:00 AM, and 6:00 AM). Depending on when the Portal account is created, the Gmail account activation time will vary.

Initial Gmail Login:

• Must occur on a desktop or laptop.
• Subsequent logins can be on any internet-connected device (e.g., mobile phones, tablets).

3. Account Deactivation / Termination

Faculty and Staff

• Accounts are deactivated after employment ends, following HR offboarding procedures.

Adjunct Faculty

• Accounts are deactivated after a grace period following the assignment end date:
  • Fall semester: Approximately 30 days
  • Spring and Summer semesters: Approximately 15 days
• If rehired, the university account may be restored without creating new credentials, subject to applicable access controls and security requirements.

Students

• Undergraduate Students:

  • Account expires 15 months after the last semester of enrolled activity.
  • Applies to undergraduate applicants who do not enroll within their acceptance window.

• Graduate Students:

  • Account expires 27 months after the last semester of enrolled activity.
  • Applies to graduate applicants who do not enroll within their acceptance window.

• Exception: For employees who are also TWU students, their account will remain active for the duration of their employment, regardless of enrollment status.

Note: Expired accounts will automatically become active again upon re-application to the university.

Alumni

• Alumni can set up TWU Alumni Mail, powered by Google, which offers an @alumni.twu.edu email address showcasing alumni status.

Retirees

• Account is deactivated after the date of retirement and email access ends at that point.

Retirees with Emeritus Status

• Retain TWU email access after retirement.

University Affiliates

• Access ends upon completion of the contract or project.

4. Related Policies and Resources

For more information regarding TWU email account and access, please review the following university regulations, procedures, and policies:

• Information Security Access Control URP: 04.710
  Helps TWU implement security best practices regarding logical security, account management, and remote access.

• Emeritus Staff URP: 05.495
  Designation of emeritus for retired staff to honor dedication and service.

• Emeritus Faculty URP: 02.315
  Designation of emeritus faculty for longstanding, exemplary achievement.

• Student Account Deactivation Policy (Effective May 9, 2025)
  Any TWU Pioneer Portal student account identified as inactive will be disabled. An account is considered inactive if the student is no longer enrolled in any courses or programs at TWU.

• IT Offboarding Guide for Resigning and Retiring Employees
  Technology offboarding process to ensure a smooth transition for departing employees.

For additional support, contact the Technology Service Desk at 940-898-3971, servicedesk@twu.edu, techchat.twu.edu, or submit a request through the Technology Service Center.