Researchers: Leaving the University

Faculty, staff, and students who conduct research at the University of Minnesota have special considerations for data, collaborations, and publications when they leave the University.

Contribution to research

If you are graduating or moving to a different institution and you are expected to collaborate on research with University of Minnesota faculty or staff, we recommend the following:

• Have a conversation about continued access. Check with your research advisor, principal investigator, or other UMN-employed collaborators to determine what kind of access to data or systems you may need after you leave the University. In some cases, a Person of Interest (POI) account is appropriate. A POI account will require departmental approval and can be requested by completed the POI request form.
  • Note: You can access files shared in Google Drive and Box with an external email account. 
• Share contact information. Make sure you share an updated email address with your collaborators. 

Know what data can go and what data should stay.

• Talk with your collaborators, PI, or research advisors to determine what you should transfer, move, or take with you.
• Review University policy. Research Data Management: Archiving, Ownership, Retention, Security, Storage, and Transfer 
• Review your data to see if you need to transfer ownership of files containing research data and documentation to a collaborator with an active UMN account.
  • Google Workspace: Make someone else the owner of the document.
  • Google Workspace: Move files to a shared drive. 
  • Box: Transfer data when leaving the University.
• For PIs: Make sure you have a plan for how you want students and other collaborators to store and share research data. Ensure that you collect new contact information before they leave the University or your research project. Review 
• For Students: Take an online self-paced course, such as Managing Data When You Graduate

Publications

If you have published research or have submitted research to a publisher for future publication, be sure to update your contact information with the publisher. 

• Check the publication's website: Visit the website of the journal or conference where your paper was published. Many publications provide contact information for authors, and you may find details on how to update your contact information. 
• Contact the publisher: If your paper was published by a reputable publisher, contact them directly. Publishers often maintain records of authors and may assist in updating your contact information. 
  • Note: Grad students should talk with the PI before contacting the publisher. 
• Collaborate with co-authors: If you have co-authors, check if any of them can still be reached through the original email address or if they have information on how to update contact details. 
• Online researcher profiles: Create an ORCID iD and make sure your contact information is up-to-date there. This can serve as an additional means of communication. 

Learn more and consult with experts 

Research Data Services (RDS) is a partnership between the University Libraries and LATIS. RDS offers training and support for University researchers.

• Enroll in a self-paced course, such as Managing Data When You Graduate
• Request a consultation with Research Data Services
• Learn good practices on the Research Data Services website