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, the deprovisioning process will start for the account. (If roll-off procedures are being initiated for an uncooperative departure, please refer to the section below for more information.)
Warning: Sponsored affiliates will not receive a notification before their access ends.
For more detailed information on what happens when an individual leaves U-M, refer to Leaving U-M.
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. 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 no longer have an affiliation with the university will lose the use of their U-M Google email, calendar, and collaboration tools after a grace period of 30 days. During this 30-day grace period, faculty and staff are encouraged to take action to download or transfer any email and files they do not want to lose.
Departments/units should work with the individual as part of their roll-off procedures to have ownership of university business-related files/folders transferred to another individual at U-M or, preferably, a Google shared drive owned by the unit. Refer to Transfer Ownership of Files in Google Drive for instructions. If the unit needs to retain access to the departing individual's business emails, they should use a U-M Google Shared Account and request a mail transfer to that account.
There may be other circumstances where faculty and staff email and calendar deprovisioning can occur. 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 require limited provisioning.
- When closing out an account, faculty and staff should archive their email, calendar, and file data as needed. ITS recommends assigning ownership of work-related documents to an appropriate Google shared drive. If the account needs to be maintained beyond the normal deprovisioning, you can sponsor the individual.
Visiting Faculty
When a visiting faculty has an HR appointment and has no other affiliation with the university, they will lose the 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 the 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 email messages.
Graduating Students / New 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 graduating student will maintain access to their @umich.edu email, calendar, and collaboration tools. However, their storage limit will change from 250GB to 15GB. Moving from the student sub-org to the alumni sub-org could cause the activation of ads in the Core Apps. (Google does not currently have the capability to deliver ads to a specific sub-org. However, the terms of our agreement with Google stipulate that should they provide that capability at some point, then alumni would see ads in the Core Apps.)
Alumni
Some alumni who graduated prior to December 2011 have not received access to the U-M Google email, calendar, and collaboration tools. However, if a pre-December 2011 alum a) receives services based on employment at the university and then leaves that job or b) requests to enable their Google services, the alum retains these services.
For alumni who are employed at the university and leave their job: Departments/units should work with the individual as part of their roll-off procedures to have ownership of university business-related files/folders transferred to another individual at U-M or, preferably, a Google shared drive owned by the unit. Refer to Transfer Ownership of Files in Google Drive for instructions. If the unit needs to retain access to the departing individual's business emails, they should use a U-M Google Shared Account and request a mail transfer to that account.
Retirees
Faculty and staff retirees will continue to receive the @umich.edu email, calendar, and collaboration tools. However, their storage limit will change from 250GB to 15GB.
Sponsored Affiliates
Sponsored affiliates immediately lose the 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 User Advocate as soon as possible. Email [email protected] 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 driver logic timeline