Update Access to University Department Accounts

This article explains how to update access to University of Minnesota Departmental accounts. 

Note: As of Summer 2021, Departmental accounts now expire annually. If you are the contact on a departmental account you will receive an email indicating the account will expire at the following time before the account expires:

  • 1 month
  • 2 weeks
  • 1 week
  • 3 days
  • 1 day

Automated Email

From: [email protected]
Subject: Your UMN Departmental Account is about to Expire


You are being contacted because you are listed as the owner of the Departmental account [Departmental account ID]. This account is set to expire on 2021/12/20. If you would like to keep using this account you must update the expiration date before 2021/12/20.

To extend your account:

Anyone with the ability to sign into the Departmental account would be able to complete this by going to the website https://my-account.umn.edu
     1. Log in using the departmental account
     2. Click on "Modify Departmental Account"
     3. Scroll to the expiration date field and enter a new date (up to 365 days)
     4. Click on "Submit"
Note: You may need to open an incognito browsing window, or a different browser to sign in with the departmental account instead of your individual account [Optional]

If you are no longer the appropriate contact for this account, please change the Departmental account contact.

If you are having difficulties completing these steps or would like additional help, we would be happy to assist, but for security purposes, we do need one of the listed contacts on the account to call in to verify your identity. Please give us a call at 612-301-4357 (1-HELP from any campus landline phone) or chat with us at https://chat.it.umn.edu

Thank you,
Identity Management Services
Office of Information Technology
University of Minnesota

In this article:

Changing account information 

Departmental account users can update the account's organization head and contact information. Account information should be updated when account ownership transitions, people with access leave the University or change their roles, etc. Additional information that can be updated is listed in KB6964. To update organization or contact information:

  1. Sign in to my-account.umn.edu with the Department Account Internet ID and password.
  2. Select Modify Departmental Account
  3. Update the Organization Head and/or Contact, as needed. 
  4. Scroll to the bottom of the page and click submit to save your changes. 

Note: these changes take effect as soon as you apply them. 

Changing the password 

If you are the user of a Department account, you can change the account's password:

  1. Log into my-account.umn.edu with your Departmental Internet ID and current password.
  2. Reset your account password

If you need assistance, contact Technology Help

Updating hard-to-access accounts

If you are listed as either the Organization Head or Contact for a Departmental Account but have forgotten your password, contact Technology Help.

If you do not know the password, and you are not listed as either the Organization Head or Contact, a Department Supervisor may contact Technology Help to request a password reset. 

Departmental Account Descriptions and Roles

Departmental Account: An account designed to act as a shared Google Apps account for a Department or other group.

  • User: Anyone who uses a Department account
  • Requestor: The person who 'owns' a Department account and is ultimately responsible for its activities and management
  • Organization Head: A secondary contact who is authorized to make changes to the Departmental Account information without any additional approval
  • Contact: A contact that is authorized limited administrative access to the Departmental account to assist users with things like password resets.
  • Department Supervisor: Someone within the department of the account in question whose official UMN Job Title contains any of the following keywords: Manager, Supervisor, Dean, Director, Executive (Excluding executive assistant, etc.)