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, and Photos judiciously. 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. The Microsoft account includes 100 GB of email storage and 1 TB of OneDrive space. The Institute may renew the Microsoft Office subscription periodically.

1. Former Employees / Alumni

• Email change: The existing Institute email accounts of alumni and former employees will be migrated from the @itbhu.ac.in domain to the new domains @alumni.iitbhu.ac.in and @former.iitbhu.ac.in, respectively.
• Receiving emails: Users will continue to receive emails on their previous email ID as well as on the new email ID, from both internal and external domains.
• Sending emails: These converted email accounts shall be permitted to send emails only to internal Institute email domains. This means an alumnus or a former employee will be able to send emails only to @itbhu.ac.in, @iitbhu.ac.in, @former.iitbhu.ac.in, and @alumni.iitbhu.ac.in addresses. They will not be allowed to send emails to external domains such as Gmail, Yahoo, or other public email services.
• Self backups: Users are strongly advised to take backups of important emails and associated Google services (Drive, Photos, etc.) before account conversion or deactivation. The Institute reserves the right to restrict, suspend, or permanently delete such accounts as per policy and cybersecurity requirements.
• Timeline: The login domain for a former employee will be changed one month after their retirement, and for alumni it will be changed throughout the year after the declaration of examination results, without any further intimation, as a standard procedure.

What happens post-implementation: If an alumnus previously logged in using example@itbhu.ac.in, they will not be able to log in with that user ID after the policy is implemented, as their new user ID will become example@alumni.iitbhu.ac.in. Similarly, for former employees the login employee@itbhu.ac.in will become employee@former.iitbhu.ac.in. Passwords will remain the same as before.

2. Email Accounts for Project & Temporary Staff

• Account Creation & Extension
  • Email accounts will be issued to project and temporary staff upon receiving a request from the concerned Supervisor/PI.
  • Project and temporary staff require annual email-extension approval until project expiry, for which the Supervisor/PI must inform CCIS at help.email@iitbhu.ac.in before project expiry.
• Account Closure
  • If a project/temporary staff member leaves, the associated email account will be permanently deleted.
  • The Supervisor/PI must promptly notify CCIS at help.email@iitbhu.ac.in to ensure timely closure and prevent misuse.

3. Unaccounted, Suspicious, or Inactive Accounts

Email accounts with generic or suspicious-looking names, or those that have not been accessed in the past one (1) year, will be permanently deleted as part of routine maintenance.

Please note: CCIS will not issue new email accounts to replace those deleted under this policy.

4. Email ID and Its Suffix

i.  The naming of emails and their suffixes will be decided by CCIS based on the conventions it follows, for the sake of homogeneity and ease of maintenance.

ii.  Requests for any new generic email IDs must also state the duration for which the ID is required. In the absence of a renewal or a termination notice from the associated personnel, such emails will be disabled by CCIS. By default, these accounts will be considered valid for one (1) year.

5. Email Storage Quota

To ensure fair and efficient utilization of Institute-provided email and cloud storage resources, the following storage quotas shall apply to official Institute email accounts and associated Google services (inclusive of Gmail, Drive, Photos, etc.). These individual services will have a lower storage capacity, as the figures below represent the total capacity for the Google account. This storage quota has also taken into account the usage and storage patterns of emails in these groups.

6. User Groups

7. Important Notes

• Policy: Any updates — such as changes to storage quota, groups, or other provisions — will be published on this page regularly, as part of CCIS's ongoing optimization of email management.
• Quota: Gmail accounts of individual users will start reflecting the new storage limits after implementation of this policy, post the cutoff date.
• Free up: All current and former users are advised to regularly remove unnecessary emails and files, and to avoid storing personal or non-official content.
• Clean up: Emails will be deleted after implementation of the policy without any further notification.
• Dates: The Institute regularly reviews and updates its Email Maintenance Policy. The current version is effective from June 2026. Implementation of the current policy will begin, in a phased manner, with effect from 1 August 2026.