Changes to UMN Email and Google Workspace

To mitigate cybersecurity and data privacy risks and to comply with licensing agreements, the University of Minnesota is no longer able to provide Google Workspace, which includes Gmail, for University alumni and retirees. While this change is needed, we acknowledge that our alumni and retirees are important members of the University community and we recognize that this change may cause disruption. 

A Balanced Approach

The Office of Information Technology's (OIT) plan is intended to balance support for our community with risks and requirements to comply with laws, policies, and agreements for security, privacy, and licensing. 

Those who graduate(d) or retire(d) through May 31, 2024 are considered to have had the expectation of continued access to email (and Google Workspace) after graduation or retirement. The University wants to make sure you have what you need to make this transition. See the resources we've gathered to help you below. 

Please note: Faculty emeriti will have continued access to UMN Gmail and Google Workspace, per UMN policy.

Resources for Alumni and Retirees through May 2024

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Resources for Alumni and Retirees through May 2024

One year transition time

What we heard

You need ample time to update your accounts, subscriptions, memberships, and contacts. You also need time to review and download or transfer the personal emails, contacts, and files you want to keep to a different account. 

What we’re doing

The Office of Information Technology’s initial proposal was to provide three months to transition your accounts. We are now offering a one-year transition period for all people who have graduated or retired from the University of Minnesota through May 31, 2024.

What you can do

  • Set up a vacation reply
    • The University cannot offer email forwarding due to legal and information security risks. Instead, you can use Google's built-in vacation reply function.
    • Follow instructions for how to set up a vacation reply
    • In the body of your vacation reply, provide your personal email address. Here is an example vacation reply message that you might use:

    Greetings! 

    I hope this message finds you well. I have recently changed my primary email address to [[email protected]]. This change is effective immediately.

    Going forward, please contact me at the email address mentioned above.

    [Your Full Name]
    [Your Phone Number]

  • Update your contacts, subscriptions, memberships, and accounts
    • We strongly recommended that you begin updating all of the places you may have used your University email address. 
    • Use this Example Update Contacts list to get started.

Tools and support resources

What we heard

You want to keep the contacts, emails, and other personal files that are important to you. 

What we’re doing 

Google offers tools to download or transfer your Google Workspace files*, including email and contacts. We’re providing the instructions for how to use Google Takeout and/or Google Transfer and support if you need it. 

What you can do

 

*Please note: If you worked or studied in the Health Care Component, in compliance with HIPAA and information security laws and policies, you are not eligible to use Google Takeout. See Google Apps for Accounts with Access to HIPAA or Other Sensitive Data

Opt-in alumni Gmail account

What we heard 

Some people said they preferred having an “edu” account. 

What we’re doing 

For alumni and retirees who had the expectation of continued access to University of Minnesota email (those who graduate or retire through May 31, 2024), OIT is offering an opportunity to enroll in an email and contacts only alumni account with 5 GB of storage. The other Google Workspace apps are not included in the alumni accounts.

Note: Both people who graduate and those who retire are considered “alumnus,” a "former member of a group, company, or organization." 

The alumni account provides alumni and retirees with an opt-in edu email address, and improves security because, unlike standard umn.edu accounts, it is not integrated with University systems and resources. 

What you can do

Stay connected!

What we heard

Some of you let us know that your email address is how you stay connected with the University, your University peers, and with the groups and colleges you attended. 

What we’re doing

The University of Minnesota wants to stay connected with you, too. Alumni and retirees with any kind of email address can stay connected. 

What you can do

You can continue your connection by sharing your personal email address at update.umn.edu

Monthly reminders

To help keep alumni and retirees on track for a smooth transition and to ensure they have the support they need, the Office of Information Technology will send monthly reminders to alumni and retirees with helpful links to access tools and request support. 

Transition Start Dates

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Transition Start Dates

Departures through May 31, 2024

People who graduate(d) or retire(d) before May 31, 2024 are considered to have had the expectation of continued access to email after graduation or retirement and will begin their one-year transition period based on when they graduate(d) or retire(d).

  • If you graduated or retired before November 17, 2023, your one-year transition period begins December 7, 2023. 
  • If you graduate or retire between November 18 2023 and May 31, 2024, your one-year transition period will begin on June 1, 2024.

*Faculty emeriti will have continued access to Google Workspace per University policy.

People with Less than 12 Month Appointments

There is no impact expected for people with less than 12 month appointments. The Office of Information Technology is working with the Office of Human Resources and colleges to determine how best to ensure that people who work for portions of the year can retain and access their Google Workspace emails and files. 

Departures after May 31, 2024

If you depart, graduate, or retire after May 31, 2024, your transition period will begin on your graduation or retirement date. 

People with 9, 10, or 11 Month Appointments

There is no impact to P&A instructors or others with 9, 10, or 11 month appointments. The Office of Information Technology is working with the Office of Human Resources and colleges to determine how best to ensure instructors with 9, 10, or 11 month appointments retain and access their Google Workspace emails and files. 

Resources for Alumni and Retirees after May 31, 2024

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Resources for Alumni and Retirees after May 31, 2024

Students who graduate or depart after May 31, 2024

Departing Students (Non-Health Care Component)

Undergraduate and graduate students who earn a degree or depart the University after May 31, 2024 will be supported through their transition with:

  • One year of access to your UMN Google Workspace account 
  • Guidance and how-to instructions for Leaving the University
  • Continued contact. Update your home email address on the My Info Tab in MyU to get important University communications.   
  • Support: If you need help troubleshooting an issue when transferring your personal emails, contacts and files; or support when signing up for the alumni Gmail account, please complete this support request form

Departing Students (Health Care Component)

Undergraduate and graduate students who earn a degree or depart the University after May 31, 2024 from a college or school within the Health Care Component will be supported through their transition with the following:

  • 30 days of access to your UMN Google Workspace account
  • Guidance and how-to instructions for Leaving the University
  • Continued contact. Update your home email address on the My Info Tab in MyU to get important University communications. 
  • Support: If you need help troubleshooting an issue when transferring your personal emails, contacts and files; or support when signing up for the alumni Gmail account, please complete this support request form.   

Considerations for Student Researchers

Researchers have unique considerations related to continued collaboration, data sharing and ownership, and publications. See Researchers: Leaving the University for guidance and resources.

About the Health Care Component

University of Minnesota Google Workspace accounts have restrictions placed on them if they are used by people who have potential access to personal health information in accordance with HIPPA. Learn about the Health Care Component.

Faculty and staff who retire or depart after May 31, 2024

Departing Faculty and Staff (Non-Health Care Component)*

After May 31, 2024, faculty and staff who depart or retire from the University (and are not part of the Health Care Component), will be supported through their transition with:

  • 21 days of access to your Google Workspace account
    • Before you depart the University of Minnesota, if you own Google Workspace files that should remain at the University, make sure that you transfer ownership or copy the files into a Shared Drive that has an active employee as a member.
  • Guidance and how-to instructions for Leaving the University
  • Easy to use form to update your contact information so you don’t miss out on important University news. 

Departing Faculty and Staff (Health Care Component)*

In alignment with policies for the Health Care Component, after May 31, 2024, faculty and staff who depart or retire can expect: 

  • 1 day of access to your Google Workspace account
    • Before you depart the University of Minnesota, if you own Google Workspace files that should remain at the University, make sure that you transfer ownership or copy the files into a Shared Drive that has an active employee as a member.
  • Guidance and how-to instructions for Leaving the University
  • Easy to use form to update your contact information so you don’t miss out on important University news. 

Considerations for Researchers

Researchers have unique considerations related to continued collaboration, data sharing and ownership, and publications. See Researchers: Leaving the University for guidance and resources.

People with Less than 12 Month Appointments

Employees with contracts of less than 12 months who are annually renewed will not be impacted while temporarily off contract.

About the Health Care Component

University of Minnesota Google Workspace accounts have restrictions placed on them if they are used by people who have potential access to personal health information in accordance with HIPPA. Learn about the Health Care Component.

*Faculty Emeriti will continue to have access to Google Workspace, in accordance with University policy.

People with more than one role (student and faculty or staff)

Multiple Affiliations

For people at the University who are both students and faculty/staff, transition periods will be determined by

  • whether or not you worked or studied in the Health Care Component
  • when you last enrolled in classes
     

The following transition periods will apply:

Faculty/staff who enrolled as a student within a year of graduating or departing

After May 31 2024, if you are a departing faculty or staff member who enrolled in a class and/or earned a degree during your last year of employment, you will receive the longer of two transition periods for which you are eligible.

For example, if you are a staff member who is also a student, and you were to graduate on June 30, 2024 and then depart the University as a staff member on August 31, 2024, you will receive the remainder of your student transition period. 

Student Transition Period

Non-Health Care ComponentHealth Care Component
1 year30 days
 
Faculty/staff who enrolled as a student more than a year before departing

You are a departing faculty/staff member and you have enrolled in a class and/or earned with a degree more than a year ago, your student transition period will have expired and you will receive the faculty/staff transition period.

Faculty or Staff Transition Period

Non-Health Care ComponentHealth Care Component
21 days1 day
Graduating/departing student who was formerly a faculty/staff member

You are a departing student (with or without a degree) and you have at some point in the past been a staff member, you will receive the student transition period.

Student Transition Period

Non-Health Care ComponentHealth Care Component
1 year30 days

Consultation and Planning

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Consultation and Planning

Who did the University consult with before making this decision?

The Office of Information Technology's team met with individuals and groups systemwide to 

  • understand risks and compliance 
  • understand how people and processes might be impacted
  • determine if current processes that rely on email could be adapted; and
  • to ensure that students, faculty, and staff are supported, can retain their personal emails, contacts, and files, and can stay connected to the University. 

Groups consulted include

  • Academic and Support unit IT Leads systemwide 
  • Academic Support Resources 
  • Admissions Career Services 
  • Graduate School Health Information Privacy & Compliance 
  • International Student and Scholar Services
  • Individual alumni and retirees 
  • Office of the General Counsel
  • Office of Human Resources 
  • Office of Institutional Analysis 
  • Office of Internal Audit 
  • Office of Student Affairs
  • One Stop
  • MyU
  • Research Data Services 
  • Registrars systemwide 
  • Senate Committee for Information Technology (SCIT)
  • Senior academic and support unit leaders 
  • Student organizations 
  • Undergraduate Student Government
  • University Data custodians 
  • University Information Security 
  • University of Minnesota Alumni Association 
  • University of Minnesota Foundation
  • University of Minnesota Retirees Association
  • University of Minnesota Morris Retirees Association
  • University Relations
  • and more

Note: In rare circumstances, certain categories of individuals, such as faculty emeriti will retain access, based on University policy or other University need.