As applicable based on your position and personal situation:
If you are resigning before the end of your contract date: submit a written notice of resignation to your adviser/supervisor via email and copy the Department email (entodept@umn.edu). Template resignation letter available. If you are finishing out your assigned contract, a notice of resignation is not required.
If you are working while on a J-1, H-1B, F-1, or F1-OPT visa, notify International Student and Scholars Office (ISSS) at isss@umn.edu including the following information: name, ID#, date of departure, reason for departure, date of completion of academic program (if applicable). If you have questions, call ISSS at 612-626-7100.
Review general info on leaving the U (email/google account access, insurance dates, continuation of medical coverage, unused sick and vacation time, etc). If you are retiring, please review additional information regarding retiring from the University.
Clean out your digital files, most will lose access 21 days after their last day. See this resource to determine when your access will be revoked. When your account is closed, files will be deleted.
Contact UMN Benefits (benefits@umn.edu, 612-624-8647) to discuss options for transitioning retirement accounts, questions about continuing health insurance through the COBRA program, etc.
Update MyU/My Info with email and home permanent address that can be used for future communication. This is important because it affects payroll mailings and student/staff directory listings, and ensures that year-end tax information is sent to you. Faculty and staff who are not alumni need to provide a non-UMN email account.
Forward your email to a personal account (if desired). Please note that UMN alumni and retirees can keep their UMN email address as long as they keep the account active with use. For all other employees, email accounts are discontinued 6 weeks following termination.
Submit any outstanding vacation, sick time, or personal holiday via MyU/My Time.
Submit any outstanding timesheets via MyU/My Time.
Submit any outstanding expense reimbursement requests, travel card justifications, and receipts via MyU/Key Links/U Travel/Emburse. Then, destroy travel card.
Submit any outstanding P-card receipts and justifications via MyU/Purchasing/MyWallet. Then, destroy P-card.
Clean out office, lab spaces, etc. Schedule a walk-through appointment with the Administrative Team for your last day on campus (email entodept@umn.edu).
Turn in keys (at walk-through appointment, or place in a labeled envelope in the letter mail receiving box outside of Hodson 219 if after business hours).
Complete CFANS exit survey. If you would prefer to complete an in-person exit interview, please email cfans-hr@umn.edu to schedule an appointment.
Set up an out of the office reply on email and voicemail stating that you are unavailable and who to contact in your absence. Then, update the voicemail password on your work phone to the last 5 digits of your work phone number. Email help@umn.edu for assistance.
Discuss transition responsibilities with your supervisor. Areas may include (as applicable):
Physical and digital file transition, account transition
Documentation of processes, work in progress, etc
Transfer of equipment, technology, etc.
Closing out or transitioning sponsored projects and/or financial accounts
Succession planning needs to assist in training a replacement
Exit meeting to discuss your experience in the position.
As applicable based on the employee:
Email the Administrative Director, that the employee will be finishing in advance of their last day (ideally at least 2 weeks before their last day on campus). If the employee has supervisory responsibilities, indicate how supervision will be reassigned.
Discuss transition responsibilities with the employee. Areas may include (as applicable):
Physical and digital files, account management
Documentation of processes, work in progress, etc.
Transfer of equipment, technology, etc.
Closing out or transitioning sponsored projects and/or financial accounts
Succession planning needs to assist in training a replacement
Approve all outstanding time and absences in MyU (e.g. timesheets, sick time, vacation, personal holiday, unpaid time). You will not have access to do this after the employee’s last day.
Remove file access to shared files (see account termination reference for more info on what access is automatically removed based on role and account type).
Remove from lab and role-specific listservs, groups, etc.
Remove/update lab/project sites and documents that include employee’s contact information
Collect computers, equipment, and other materials. To have devices reimaged, recycled, or donated, send a request for pickup to help@umn.edu.
Complete an exit meeting focused on the employee’s experience in the role (recommended).
Discuss plans to replace position and/or cover existing responsibilities with administrative director. Discuss whether changes will substantially impact other team members’ responsibilities that may merit salary or position adjustments.
As applicable based on the employee:
Remove UCard building access. For students/employees terminating and leaving the U, building access is removed as of their termination date. For those transferring within the U or continuing in affiliated roles, access needs to be removed.
Remove from key lists.
Remove from authorized driver list.
Remove/update website(s) and intranet(s).
Remove from department groups/listservs.
Change keycodes, keys if necessary.
Submit termination documentation to payroll.
Reassign direct reports for supervisors.
Notify finance manager of termination that may require cancelling P-card, travel card, and/or transitioning or retiring financial accounts.
Complete the Change of Employment Status form to report a change in status that would affect the employee’s access to Enterprise systems (EFS, HRMS, PCAS, ECAS, etc). This includes:
End of employment
Transferring to a new department
Leave of Absence (LOA)
Changes in job duties making some of the employee's access unnecessary