In General

Your account is active or inactive in the University of Maryland's (UMD) Directory depending on your affiliation with the university. This affects your access to email and other accounts.
When your affiliation ends with UMD, whether by retiring, quitting or otherwise, you no longer have access to UMD services.

Services and Data

When do I lose access to services?

In most cases, when you are voluntarily leaving the university (versus involuntarily), you will have access to your accounts for 30 days after your last day of work.

Exceptions

Emeritus faculty are retired but keep an active account with the university. You will maintain an active status in the UMD Directory and keep access to all your service accounts. This includes email, library privileges and other abilities. For more information, read the University Human Resources article, Retiree Campus Privileges.

Student employees

If you are a student employee, you will lose access to your staff or faculty account and services after 30 days. However, you will keep all your student-related accounts and services. You will remain in UMD's Directory according to your enrollment status. To learn more about student account terminations, read Overview of Account Terminations for Students.

What services do I lose access to?

You will lose access to all services that require you to sign in with your Directory ID and password.

What should I do with the data in services I will lose access to?

Preserving your personal data

The Division of Information Technology (DIT) encourages you to take ownership of your personal digital data and create backups of any Google (Gmail, Drive, et. al.) or Box data. This also applies to personal data stored on local machines that belong to the University. All work-related data is considered property of the University of Maryland and should not be preserved into personal ownership.

IMPORTANT: You are prohibited from transferring, forwarding or sending UMD business email to or from a personal email account or TERPMail at any point during or after employment. For more information, read IT Standard Institutional Email (IT-14) and UMD Email Frequently Asked Questions (FAQ) in the IT Library.

For more information, read Access to and Preservation of Account Data for Students, Faculty and Staff and Importing and Exporting Data from Gmail, Calendar and Contacts in the IT Library.

Sharing business data

Before you leave the university, you may need to share business data with your colleagues. This may include data from your UMD Gmail, Contacts, Drive, Box, OneDrive, ELMS-Canvas or other accounts.

There are may ways to transfer ownership and share your business data with your colleagues, which may be different for each services. Here are instructions for transferring ownership, sharing or exporting data from commonly requested services:

Google account help: Download your data.
Box: How do I change the owner of a folder?

For more information, read Access to and Preservation of Account Data for Students, Faculty and Staff.

Leaving the University

I'm leaving the university but maintaining a professional relationship

If you are maintaining a professional relationship with the university, your department may choose to create a non-paid or affiliate appointment for you. This appointment will allow you to keep some access to certain accounts.

To learn more about non-paid and affiliate appointments, read Payroll and Human Resources (PHR) Affiliates Module.

Emeritus faculty keep an active account with the university. You will maintain an active status in the UMD Directory and keep access to all your service accounts. This includes email, library privileges and other abilities. For more information, read the University Human Resources article, Retiree Campus Privileges.

I'm leaving the university but need access to university services

If you are maintaining a professional relationship with the university, your department may choose to create a non-paid or affiliate appointment for you. This appointment will allow you to keep some access to certain accounts.

To learn more about non-paid and affiliate appointments, read Payroll and Human Resources (PHR) Affiliates Module.

Otherwise, your access to university services will terminate according to your appointment type. See Email Access and Auto-Reply Message for Deceased Employees in this article

Involuntary Termination

What is involuntary termination?

Involuntary termination means that you have been fired or laid off.

How does involuntary termination work?

If you are involuntarily terminated, you will immediately lose access to all your accounts and services.

Employers with off-boarding process form permissions can submit a Removal of Account Access form to request that an employee immediately loses access to services and accounts.

This request does not cover removal of access to local applications (e.g. department sponsored email systems, departmental databases), local area computer networks, personnel/payroll actions, and return of keys, ID card, and equipment.

I need to terminate an employee's accounts

If you are an employer who needs to immediately terminate an employee's accounts, you can submit a Removal of Account Access form to request that an employee immediately loses access to services and accounts. The form will create a priority ticket to our security team who will start the process and assign tasks out to groups as needed.

This request does not cover removal of access to local applications (e.g. department sponsored email systems, departmental databases), local area computer networks, personnel/payroll actions, and return of keys, ID card, and equipment.

If you do not have permission to access the Removal of Account Access form, complete this Report an Issue form. You can also direct the customer to get to that page via the University Human Resources page.

Employee Death

What happens when an employee dies?

Employee death is considered neither voluntary nor involuntary termination. Once DIT is made aware of an employee's death, Security and Human Resources work together to manage account access.

In some cases, supervisors, coworkers and family members may need access to the deceased employee's accounts. DIT can provide delegated access to the deceased employee's email account while it is still active and copies of account data can be provided to family and department representatives within a certain time period.

These requests must be made to the DIT Service Desk and reviewed by Security. For more information, read Email Access and Auto-Reply Message for Deceased Employees.

Updated on: 07/31/2023