Onboarding & Offboarding

IT for New Employees
IT for New Students

Onboarding

  • Contact your local IT professional to let them know someone new is coming and be ready to answer the following questions:
    • What is their name?
    • When do they start?
    • Who do they work for?
    • What is their title?
    • Will they have an office and where?
    • Do they need a computer?
    • Do they need special software?
    • Do they need a phone? Voicemail?
    • What resources do they need access to? Network printers, files shares, distribution lists, etc.
  • Personalize your email address. Log into aims.umsystem.edu  and select Personalize Email from the Self Service page. A list of pre-populated options will be shown, Make your selection and press SUBMIT.
  • DO NOT share your University password.

Offboarding

Faculty and staff accounts are locked the day after your separation date. You will not have access to email or be able to sign onto any university computers or systems. If you need continued access to your account, contact CAFNR IT prior to your last day. Account lock exceptions must be approved by your supervisor and their supervisor.

  • Contact your local IT professional to let them know when you are leaving.
  • Transfer University files and data to the appropriate people.
  • Remove University data and software from personally owned devices.
  • Turn in all University-owned equipment. This includes but is not limited to computers, monitors, printers, adapters, chargers, USB drives and cell phones.
  • Transfer ownership of OneDrive Folders as needed. OneDrive accounts are deleted and are not recoverable when faculty, staff and students leave the university. Be sure the right people have shared ownership of the data.
  • Add new owners to Microsoft Teams that you manage.
  • Save or forward important email messages as necessary. After leaving the university faculty and staff email accounts are deleted and email is not retrievable. Please review the email account eligibility information for guidance on maintaining your university email account.
  • Forward your phone or change your voicemail message. Include information that will assist callers in knowing who to contact in your absence.
  • Put an out-of-office message on your email account. Include information that will assist people in knowing who they might contact for assistance.
  • If you require continued use of university owned equipment a signed memorandum of understanding (MOU) must be completed and shared with CAFNR IT.
  • DO NOT share your University password.

IT information for Students Leaving the University

  1. Student email is available for 12 months from the end of the last term enrolled. It is best to use use a private email account on resumes and the like as you near graduation. Please be sure to update subscriptions and communications with anyone who is sending email to your university account. Additional information on email account eligibility can be found on the UM system site regarding email management and procedures.
  2. Students (who are not University employees) can keep their university OneDrive data by creating a personal OneDrive account and transferring the data.
  3. Identify any OneDrive folders that need to have ownership transferred to someone else and change ownership as necessary.
  4. Transfer all University data to your supervisor prior to leaving the University.
  5. If you have been given university equipment (computers, printers, storage devices, etc.) to use while a student it should be turned in to your supervisor and reported to CAFNR IT.
  6. If you require continued use of university owned equipment a signed memorandum of understanding (MOU) must be completed and shared with CAFNR IT.