Account Termination Reference Guide

Faculty, Staff, and Person of Interest (POI) Account Holders 
Who Voluntarily Leave or Who Are Terminated

Access is removed immediately for the following applications and services:

• University WiFi (eduroam)
• Virtual Private Network (VPN)
• Microsoft related products (Examples: Microsoft Office 365, Azure)
• Active Directory (computer login)
• UCard building access
• Zoom accounts

Those identified as Professor Emeritus will retain a subset of entitlements. See the University's Emeriti Title for Retired Faculty administrative policy. 

Access Transition Period

Access is retained for a period of time for the following applications.

Note: Person of Interest accounts are not eligible for any access transition period. Access is immediately removed for all applications. 

• Google Workspace (Google Apps)
  • Non-Health Care Component: 21 days
    • The departing, retired, or tenured staff or faculty member and their work unit must transfer any shared documents and websites that pertain to current business processes. This may include transferring ownership of all business-related documents to a current staff member within their unit or relocating to a Shared Drive.
    • Beginning May 31, 2024, all departing staff or faculty members (including retirees and tenured staff/faculty) will retain access for 21 days from their departure/termination date.
      • After 21 days, the account will be disabled.
      • Once disabled, all Google content will be deleted after a minimum of 90 days. After this time period, this content is not recoverable.
  • Health Care Component: 1 Day
    • The departing, retired, or tenured staff or faculty member and their work unit must transfer any shared documents and websites that pertain to current business processes. This may include transferring ownership of all business-related documents to a current staff member within their unit or relocating to a Shared Drive.
    • As of May 31, 2024, all departing staff or faculty members (including retirees and tenured staff/faculty) will retain access for 1 day from their departure/termination date.
      • After 1 day, the account will be disabled.
      • Once disabled, all Google Workspace content is not recoverable and will be deleted after a minimum of 90 days. 
• Single Sign-On (SSO)
  • Departing faculty and staff will retain access to single sign-on capabilities to University resources for six weeks after their departure/termination date.

Review the units within the Health Care Component from the Health Information Privacy and Compliance Office.

For students who have not received a degree, access is removed if one does not register for classes for the upcoming semester. 

Once you graduate from the University, your access to several systems at the University will change. Access is removed immediately for the following applications and services:

• University WiFi (eduroam)
• Virtual Private Network (VPN)
• Microsoft related products (Examples: Microsoft Office 365, Azure)
• Active Directory (computer login)
• UCard building access
• Zoom accounts

Access Transition Period

One will retain access for a period of time for the following applications:

• Google Workspace (As of May 31, 2024)
  • Non-Health Care Component: One year transition period
    • Students who have received a degree or do not register for the upcoming semester will retain access to their University Google Workspace account for one year. 
    • After one year, the account is disabled. Once disabled, all Google content is not recoverable and will be deleted after a minimum of 90 days. 
  • Health Care Component: 30 day transition period
    • Students who have received a degree or do not register for the upcoming semester will retain access to their University Google Workspace account for 30 days.
    • After 30 days, the account is disabled. Once disabled, all Google Workspace content is not recoverable and will be deleted after a minimum 90 days. 
• Single Sign-On (SSO)
  • Students will retain access to single sign-on capabilities to University resources as long as it is used at least once per year. 

Review the units within the Health Care Component from the Health Information Privacy and Compliance Office.

Departmental Accounts will have a lifespan of up to one year and will be disabled upon the designated expiration date. It is the responsibility of the account owner or departmental contacts to:

• Expire the account if it is no longer needed prior to the expiration date.
  • When a departmental account is no longer needed, please contact Technology Help. We will need to verify the departmental account and who is calling before performing any changes. 
• Renew the account annually to maintain access.
  • Departmental account contacts will be notified by email before the account is set to expire. To ensure that these notifications are received, keep your contact information up to date. 
• Annual password change is required if the account is not associated with multi factor authentication (MFA).
• If not renewed before account expiration, the account is disabled and will lose access to all applications and services it may be associated with. Once disabled, all Google Workspace content is not recoverable and will be deleted after 90 days. 

Sponsored User Leaves the University or Is Terminated

Sponsored accounts will have a lifespan of up to one year and will be disabled upon the designated expiration date. It is the responsibility of the account owner to:

• Expire the account if it is no longer needed prior to the expiration date.
  • When a sponsored account is no longer needed, please contact Technology Help. We will need to verify the sponsored account and who is calling before performing any changes. 
• Renew the account annually to maintain access.
  • The account owner will be notified by email before the account is set to expire. To ensure that these notifications are received, keep your contact information up to date. 
• If not renewed before account expiration, the account is disabled and will lose access to all applications and services it may be associated with. Once disabled, all Google Workspace content is not recoverable and will be deleted after a minimum of 90 days. 

Guest Accounts will have a lifespan of up to one year with the option that it can be renewed annually. It is the responsibility of the account owner to:

• Renew the account and change password annually to maintain access.
• If not renewed before account expiration or password change, the account is disabled and will lose access to all applications and services it may be associated with.

Manage your Guest Account

You can manage your guest account by visiting http://my-account.umn.edu

The My Account page allows you to:

• Change your password
• Set up password reset questions
• Update your contact information

A Parent/Guest account allows a student to grant access to protected financial and academic information such as viewing grades, financial aid, account summary, and billing information. The student initiates an invitation to the parent or third-party individual to create a proxy account.

• The owning student may rescind the parent/guest account if it is no longer needed or desired.
• Account is automatically removed if a student graduates or is no longer a student at the University.

Please contact Technology Help for help with terminating parent/guest accounts.

A Functional Account is intended for non-person/human functions or operations.  

Common use cases may include automated testing, integration, nightly batch jobs, or email collectors. It is the responsibility of the account owner to:

• Expire the account if it is no longer needed prior to the expiration date.
  • When a functional account is no longer needed, please submit a request form. We will need to verify the functional account owner and who is calling before performing any changes. 
• Renew the account annually to maintain access.
  • Functional account contacts will be notified by email before the account is set to expire. To ensure that these notifications are received, keep your contact information up to date. 
• Annual password changes are required. 
• If not renewed before account expiration, the account is disabled and will lose access to all applications and services it may be associated with. Once disabled, all Google Workspace content is not recoverable.

Student groups who have registered with Student Unions and Activities may request internet accounts to represent their organization.

Key Considerations:

• Provides one University email account and access to Google Workspace for the organization. 
• Student organization accounts expire annually. You can view the account expiration date by logging into the student org account at my-account.umn.edu. 
• Before your student organization account expires, you will receive several email reminders at the Google account for your organization. 
• Note that if the account expires, access to the student organization Google account will also be disabled. 
• Any officer of an active student organization (including the president, vice-president, secretary, treasurer, and committee chair) can contact Technology Help for assistance extending the account expiration date.

Instructions: Create and Manage a Student Organization Account