Offboarding Info

UMN Account Access after Graduating or Transferring

• All former employees of the U of M will have their UMN email accounts removed. This is a relatively new policy for the U of M but especially important for accounts with potential HPI like residents/fellows. 

• The ONLY exception is for trainees who are joining the U of M as an employee after training or moving to a fellowship within the U of M system. 

• There used to be a way to keep your UMN email account by helping with the residency (supervision, didactics, etc) but this is no longer possible. 

  • Please see this document for the policy. 

• More information below:

• 
  

UMN Email Access will go away on July 1 (or near then) unless staying on as faculty or fellowship. See the messaging below which is pulled directly from the "Graduating Checklist" on New Innovations.

• 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 residents/fellows must be wiped (deprovisioned) after graduation or leaving their program training.

• Additionally, UMN email accounts will be deactivated for all graduates, faculty or staff after their departure from the University.

• To prevent loss of information, residents/fellows are advised to save their Minnesota email and Google application data now. Writing and research done for programs and departments should be transferred to departmental Google accounts or moved to a shared network drive. Do NOT transfer any protected PHI data.

Offboarding steps:

1. Return your "Psychotherapy: A Clinical Manual" book to Jeremy. This is the orange one.

2. Clean out your locker in the resident room.

3. Return your keys to me. I will be in the office every day this week from about 9am to 3/4pm. Please reach out to me if this timing doesn't work. You can also leave the keys in your locker if that is easier but email me to let me know you did this! 

4. Return your badge. All residents (regardless if you are continuing at U of M and Fairview or not) should return their badge. The badge access will automatically go away on June 30. U of M and Fairview will give out updated badges after residency to providers who are staying on.

5. Return your pager. They are discontinuing the use of these so please return them.

6. Clear out all of your EPIC things. I am not an EPIC expert but all of your EPIC cases need to be cleared out. The rising Chiefs will be helping check this.

7. New Innovations Offboarding Checklists. There are two checklists on New Innovations - an "Offboarding Checklist" and a "Graduating Checklist". Your completion certificate will be uploaded so don't worry about that step.

8. Once those steps are all completed - you need to collect your completion certificate.. The certificate given at Graduation is NOT the official one. The official one is in my possession and we can't give it out until the final week (June 24-30). And Jeremy can't give them to you until all of the above is completed.