Leaving Michigan Medicine

A technology guide for departing employees

 

Staff Resources

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Faculty and staff whose employment with Michigan Medicine is terminated, and who have no other affiliation with U-M, lose eligibility for U-M standard computing services. 

Email, System Access, Storage, and Data

Access to Michigan Medicine email, systems, storage, and data is deactivated on the last day of your appointment. 30 days after that date, your account is irretrievably deleted. During that 30-day grace period, your uniqname and certain level-1 services will continue to be available. 

There are two exceptions to this process:

  • Reduction in Force (RIF) status employees keep their Michigan Medicine access and are provided at least 30 days to transition their work. 
  • Employees who take an unpaid leave of absence keep their Michigan Medicine access, but it is paused for the duration of their leave until they return to work.

Before your last day:

Computers and equipment

Coordinate the return of any computers, technology assets, or cables with your manager. You may keep your mouse, keyboard, and headset. Please return Nuance PowerMics to managers so they can be reconditioned and repurposed.

Resource accounts and distribution groups

Change the ownership of any resource accounts or distribution groups that need to be maintained within your department and delete the ones that are no longer needed:

Manager and Administrative Resources

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Faculty and staff whose employment with Michigan Medicine is terminated, and who have no other affiliation with U-M, lose eligibility for U-M standard computing services. 

Email, System Access, Storage, and Data

Departing employee access to email, centrally-managed IT systems, storage, and data sources are deactivated on the last day of their appointment with Michigan Medicine. Exceptions include:

  • Employees who take an unpaid leave of absence keep their Michigan Medicine access, but it is paused until they return to work. 
  • Reduction in Force (RIF) status employees keep their Michigan Medicine access and are provided at least 30 days to transition their work. 30 days after that date the account will be irretrievably deleted.

Take action:

  1. Ensure employees leaving Michigan Medicine transfer all files with department/unit information, and files needed for operational or project work. File ownership transfers should happen before an employee leaves. Important to know:
  • In Michigan Medicine's Microsoft 365, files in an individual's OneDrive are deleted when the employee account is removed from the system. Files saved on a Sharepoint site, such as a team site or a project site, will remain.
  • Starting September 15, 2023, Google files owned by individuals who no longer have U-M affiliation will be permanently deleted after 90 days.
  • We recommend managers reduce access to sensitive information. To request access changes, contact the HITS Service Desk.
  • Please review and remove access to departmentally owned and managed systems.
  • If you need to access a departing employee’s digital resources related to the department, submit an employee record request to the HITS Service Desk for HR review. 
  • Computers and equipment

    Return computers, technology assets, or cables using the Michigan Medicine Help Center. Computers will be wiped and reimaged for other requests. Employees can keep their mouse, keyboard, and headset. Please return Nuance PowerMics so they can be reconditioned and repurposed.

    Resource accounts and distribution groups

    We recommend having at least two owners for department resource accounts and distribution groups. Now is a good time to review and update these resources.