A technology guide for departing employees
See additional support materials in our Email and IT Considerations for U-M Retirees, Alumni, and Employees Leaving U-M.
Staff Resources
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.
An exception to this is Reduction in Force (RIF) status employees, who keep their Michigan Medicine access and are provided at least 30 days to transition their work.
Before your last day:
- You may wish to send "change of address" notifications using your personal email address. You can also share your alternate email address using an out of office message.
- Save or forward any needed email to your personal account.
- Download any personal files to your computer.
- Transfer ownership of any department network files or cloud storage files.
- Manage your digital files and information when leaving.
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:
- Distribution Groups: Add an Owner via the Group Management Tool
- Resource Accounts: Request additional owners using Exchange/Outlook Resource Mailbox Catalog Item available on our HITS Customer Service Portal.
Manager and Administrative Resources
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. 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.
- We recommend managers reduce access to sensitive information. To request access changes, contact the HITS Service Desk.
- If there is a business reason to extend this access, managers can sponsor the departing employee using the Michigan Medicine Account Request Tool (ART).
- 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 HITS Customer Service Portal. 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.