For all planned departures it is important to consider what will happen to the individual's
UMS Account, and any data or access attached to that account, ahead of time. For all unplanned
departures it is important to work with your HR Partner and IT to make sure that all of the
appropriate actions are taken and information is preserved.
University Account Expiration Policy
The UMS account (a user’s id and password) will
be locked and subsequently deleted after 30 days
post separation with some exceptions:
If the person is Retiring (including Emeriti)
they may choose to keep their primary email
account.
If the person is also a student (or has been
in the past 5 years), their email account and
access to student focused systems (e.g.
Brightspace, MaineStreet) remains.
In some cases, a Person of Interest (POI)
record has been recorded with an end date in the
future (or blank). In those cases the account
will remain active until 30 days after the end
date (or indefinitely).
Recommended actions
GMail
Primary and Auxiliary accounts
Personal email you wish to save should be
moved out of the account.
Business related mail that should be
preserved can be forwarded to another person in
the department.
Departmental Utility accounts can be
transferred to another individual in the
department via a request to IT Support
Services.
Google Drive
The non-shared Drive attached to an account will be deleted as part of
deallocation of that account. Generally, items cannot be recoverred
at a later date once this has happened.
Personal documents to save should be
downloaded or moved.
Business related documents, including
shared documents, that are not in Team Shared Drives
should have their ownership change (using the
“Share” button) to other individuals in the
department. The documents will not be preserved if
ownership has not been transferred.
Team Shared Drives - the “Full access” privilege
should be given to another appropriate person
so that management of the team drive may
continue.
Note: Files and folders in Team Shared Drives will
not need to be moved or have sharing adjusted
providing the Team's Shared Drive itself has at least
one other person with “Full access”
privilege.
Ownership can be assigned to an appropriate
person using the “Share” button.
Groups
An appropriate person should be given Owner
role from the Member listing screen.
Local and mapped or shared drives on
Desktops/Laptops/Tablets/Phones.
Prior to turning in the device, personal
files should be removed from the device and any
University related files stored locally or on
shared drives should be uploaded to Google
Shared Drive or SharePoint site. Best practice would be to upload the files
into one or more folders and make sure another
individual has appropriate access to be able to
preserve and manage the files and folders.
Access to other applications
MaineStreet HR
Access to MaineStreet HR self-service will
stop when the UMS account is locked and later
deleted. If employees wish to preserve paycheck,
W2, benefits and other data, they should print
that information prior to their account being
locked.
After self-service access is removed,
employees can get this data upon request to their
HR office.
MaineStreet Financials
Access to Financials is terminated based on
changes to the person’s job record in Mainestreet
HR
Brightspace, Kaltura, Zoom
Faculty wishing to maintain course
information may export their courses and then
copy the export files to personal storage that
they will have access to after leaving the
University. Note: Student data should not be
exported with the course.
Other systems
Employees may have access to other systems
and software. Most systems use the UMS account
for access and access will terminate when the
account is locked. As noted earlier, accounts may
persist if the person is retiring, has had
standing as a student in the past 5 years or is
becoming a student. The department should be
aware of these other systems and contact the
people responsible for managing each system to
ask that access be terminated.
