Google: Accounts for People Who Leave U-M

Overview

U-M Google accounts are maintained automatically via MCommunity roles; individuals with multiple affiliations retain access as long as one eligible role remains. When all eligible roles are removed from an individual’s MCommunity profile, provisioning logic will begin the deprovisioning process for an account. If roll-off procedures are being initiated for an uncooperative departure, please see the section below for more information.

For more detailed information on on what happens when an individual leaves U-M, see:

Cooperative Departures

The cooperation of the U-M person affected is assumed.

U-M Google provisioning is based on an individual’s MCommunity profile containing authorized Institutional Roles. For a detailed description of provisioning logic for U-M Google accounts, please see the Account Eligibility and Provisioning page. When all Institutional Roles are removed due to termination, the account enters the deprovisioning process.

Faculty and Staff

Faculty and staff whose employment with U-M is terminated and who no longer have an affiliation with the university will lose use of their email, calendar, and collaboration tools after a grace period of 30 days. During this 30-day grace period, faculty and staff are encouraged to close out their account to avoid losing e-mail messages.

There may be other circumstances where faculty and staff email and calendar deprovisioning can occur. A dean’s approval is required for any of the changes noted below:

  • An entire unit, which previously had Google email and calendar, requires limited provisioning
  • Individual faculty or staff with Google email and calendar requiring limited provisioning

When closing out an account, faculty and staff should archive their email, calendar, and files as needed. ITS recommends assigning ownership of work-related documents to an appropriate shared account. If the account needs to be maintained beyond the 30-days of normal deprovisioning, the appointing unit or department may choose to sponsor the individual.

Note: You can use Google Takeout to transfer your content, however, it transfers your entire Mail or Drive.

Visiting Faculty

When a visiting faculty has an HR appointment, and has no other affiliation with the university, they will lose use of their email, calendar, and collaboration tools after a grace period of 30 days after the end of the HR appointment. All data associated with the account is also deleted at this point and is not recoverable.

Students

Students will maintain access to email, calendar, and collaboration tools as long as the student is listed as Active in Program. Students who leave without completing at least one term lose their affiliation with the university when they are no longer listed by their department as Active in Program. These students will lose use of their email, calendar, and collaboration tools after a grace period of 30 days. During this 30-day grace period, students are encouraged to close out their account to avoid losing e-mail messages.  

Graduating Students / Alumni

Students will maintain access to email, calendar, and collaboration tools as long as the student is listed as Active in Program. Upon graduation, the student will maintain access to his/her umich.edu email, calendar, and collaboration tools for life. Currently, alumni who graduated prior to December 2011 have not received umich.edu email, calendar, and collaboration tools. If a pre-December 2011 alumnus receives services based on employment at the university and then leaves that job, the alumnus retains services. Units should work with the individual as part of rolloff procedures to have document ownership transferred to another account, preferably a shared account.

Retirees

Faculty and staff retirees will continue to receive umich.edu email, calendar, and collaboration tools for life.

Sponsored Affiliates

Sponsored affiliates immediately lose use of their email, calendar, and collaboration tools upon the expiry of their sponsorship. If a sponsoring department wishes to extend a sponsorship, it must do so before the sponsorship expires. If the sponsored person has another relationship with the university when the sponsorship expires, continued use of email, calendar, and collaboration tools continue based on that other relationship.

Uncooperative Departures

The affected U-M person cannot be relied on to assist with their departure

If the departure involves an uncooperative employee, a best practice is to involve IT User Advocate as soon as possible. Email itua@umich.edu to contact User Advocate.  With User Advocate involvement, Google Administrators can assist in:

  • Preserving the contents of a mailbox.
  • Changing ownership of Google docs from one account to another.
  • Suspend U-M Google account access before the 30-day grace period.
Last Updated: 
Tuesday, May 9, 2017