Leaving the University - Microsoft 365, Google Workspace, Box, Qualtrics, Zoom Workplace (Faculty/Staff Retiring without IT services)

This document is part of our Leaving the University of Wisconsin-Madison (Microsoft 365, Google Workspace, Box, Qualtrics, Zoom Workplace) collection.

These services are often related, can be complicated due to their collaborative nature, and managed by teams who work closely together.

For information on other services and their eligibility status, please search the Help Desk KB.

When you leave the university, you will lose access to these core IT services: Microsoft 365, Google Workspace, Box, Qualtrics, and Zoom Workplace. This document outlines the amount of time you have to backup or transfer your data before losing access.

 Overview: Service Access After Leaving the University

Service Access Overview

Service

Change 

When Access Is Lost 


M365

Email & Calendar

Lose Access

3 Months

All Other Services

Lose Access

3 Months

Google Workspace

Lose Access

3 Months

Box

Lose Access

3 Months

Qualtrics

Lose Access

3 Months

Zoom Workplace (basic and premium - split off)

Lose Access

3 Months

It is your responsibility to review all data you may have stored and determine what needs to be backed up or transferred. Once your account and data have been deleted, they are gone forever.

This information and timeline are subject to change.

Attention

Timeline for affected services

Important Definitions:

  • Day 0: When the Office of the Registrar changes your affiliation from student to non-student. 
    • For most students this is either your graduation or withdrawal date (as determined by the Office of the Registrar).
  • No Change: Full access remains for service

When I leave the University, what should I do with my data?

Step 1: Classify files you create into two categories 

  1. Personal data: You can keep this data and will need to backup files before losing access to your account.

  2. University data: You will need to transfer ownership of this data to designated faculty/staff or to another University account.

Step 2: Backup or Transfer ownership of university data for each service:

  • Backup data: Making copies of important data and storing them in a separate location
  • Transfer data: Moving digital information from one location to another. 

FAQs 

Additional Help

Service Access Questions

If you have any questions or concerns about your access to Microsoft 365, G Suite, Box, or Qualtrics, please contact the DoIT Help Desk.

Eligibility and Affiliation Questions

Direct any questions regarding your status as determined by the University, during, prior, or post graduation/withdrawal to the Office of The Registrar.


Keywords:
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Doc ID:
138666
Owned by:
Liam F. in DoIT Help Desk
Created:
2024-07-23
Updated:
2025-02-27
Sites:
DoIT Help Desk