Embedded Files
Please notify HR of any resignations and forward the resignation letter to medadminhr@umn.edu.
Departures, Retirements, Terminations, Layoffs, and Non-Renewals
Departures, Retirements, Terminations, Layoffs, and Non-Renewals
Note: This includes employees leaving their department or the Dean's Office for another job within the University
For Employees
For Employees
We invite you to participate in our exit survey. All of your answers will remain confidential with no identifiers. We would also be happy to meet for a face-to-face exit interview over Zoom if that is your preference.
Review the Off-boarding Checklist. It's geared more toward supervisors, but it has useful information for you.
*If you have one, make sure you return your Purchasing Card and/or Travel card to the appropriate budget/accounting department.
Resources from your exit from the Office of Human Resources
Email Deprovisioning
In order to comply with federal law, the University Health Information Privacy & Compliance Office (HIPCO) has advised that people leaving the University must not retain access to PHI. This means that ALL email history, email contacts and documents stored within Google Drive for UMN Medical School Employees must be wiped (deprovisioned) after leaving their employment, regardless of graduate status.
Additionally, all UMN email accounts will now be deactivated for graduates, faculty and staff after their departure from the University.
To prevent loss of information, employees are advised to not use their University of Minnesota email or Google applications for personal use. Writing and research done for programs and departments should either be owned by departmental Google accounts or on a shared network drive.
Labor Represented Bumping Rights
Seniority units for labor represented employees are listed in each contract. View the contracts and governing documents page from the Office of Human Resources
Civil Service Bumping Rights
A combination of HRTS4 reports, a list of Civil Service seniority units, and PeopleSoft employee records will determine bumping rights. This can be a complicated process. Please contact the HR Consultant for assistance or if you have any questions.
Preparing for retirement
Preparing for retirement
Eligibility
To be eligible to continue coverage as a retiree through the University, faculty and staff members must:
be age 50 to 54 with 15 years of service, or
be age 55 or older with five years of service, or
have 30 years of service regardless of age
Benefits Counselor Meeting
Six months before you plan to retire: meet with a University of Minnesota benefits counselors who can help those who are near retirement. Email ohradmin@umn.edu to request an appointment.
Steps to Retirement
Visit OHR’s Preparing for Retirement webpage and review all of the information and retiree benefits sections.
You may find this University of Minnesota Retiree Benefits webinar helpful
Medical & Dental Insurance - As a retiree you have the option to continue your medical and dental insurance coverage through the University of Minnesota indefinitely, as long as you meet eligibility requirements and pay your premium.
Life Insurance - You have the option to continue group life insurance policies that are in effect at the time of your retirement for yourself or your dependents.
FSAs - There are two options with your FSA account
Vacation - Vacation balance payout will depend on employee classification, years of service, and hours balance.
Notify your supervisor, department, and human resources of your intention to retire in the form of an official resignation letter.
Complete and Submit the Continuation of Coverage Request form to Total Compensation at benefits@umn.edu if you are continuing insurance coverage through the University, This needs to be submitted up to two months before retirement and no later than 30 days after your last day of work.
This coverage is different from COBRA, which has an 18-month time limit (please note you will receive a COBRA notice; federal law requires that it be sent to everyone who has ended employment). If you choose to continue coverage through the University and submit a Continuation of Coverage form, you can disregard the COBRA paperwork.
Review the 2026 Retiree Benefits Guide.
Set up a One-on-one Session With a Counselor about your retirement savings accounts.
Other Resources
unit/manager information & responsibilities
unit/manager information & responsibilities
Employees leaving will be invited to take an online exit survey. They will receive the link to the exit survey from the human resources staff in their department or unit. If an employee does not receive an email invitation to participate, the employee should contact their HR Contact.
Additional Exit Resources
Exit Checklist: Use this checklist to ensure nothing is missed when a staff or faculty member leaves.
Exit Interview: Send the Exit Interview online questionnaire to voluntarily departing Faculty, P&A, and CSBU staff.
Deceased Faculty & Staff
P&A Non-Renewal Policy *must be vetted by HR.
Security Checklist: This checklist is designed for the employee and supervisor to review and initial as security access information and items are authorized, transferred and/or terminated. The information should be completed when an employee is 1) being hired into the Dean's Office, 2) transferring departments within the Dean's Office/University, or 3) terminating employment from the University.
Departure/Termination Policies from the Office of Human Resources
If an employee has access to an enterprise system such as PeopleSoft and has a change of employment status, the Change of Employment Status Form should be used to provide the notification to IT Data Security.
Page updated
Report abuse