Backup Data or Transfer Data 

• Use Leaving the University - What should I do with my data? - for info on how to backup or transfer M365 Data before losing access

For more information on Microsoft 365 after graduation, please refer to Former student eligibility policy and deactivation timeline for M365 Services .

Backup Data or Transfer Data 

• Use Leaving the University - What should I do with my data? - for info on how to backup or transfer M365 Data before losing access 

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. 

How to backup and transfer data: Microsoft 365

How to backup and transfer data: Google Workspace

How to backup and transfer data: Box

How to backup and transfer data: Qualtrics

How to backup and transfer data: Zoom Workplace

If your HR department does not update their records to indicate you have status in which you retain IT services (e.g. Emeritus), you will lose access to the services listed above. And you can refer to Leaving the University - Microsoft 365, Google Workspace, Box, Qualtrics, Zoom Workplace (Faculty/Staff Retiring without IT services), for how this will affect your service access. 

Retirees are not automatically granted continued access to campus IT services and will need to apply to retain access. Contact your HR department to learn more.

Retained Access:

• Email
• Calendar 
• Contacts 
• Tasks 
• Outlook Web App 

Note: These services will only be LICENSED through the web clients. If customers want to purchase their own personal M365 license, they will be able to access these things through the desktop client.

They will just be losing access to the UW desktop license.

Lost Access:

All other services, both web and desktop apps.

Example:

From: Productivity and Collaborative Solutions
Sent: (Day of the week), (Month) (day of the month), (year), (time)
To: Bucky Badger
Subject: Your access to your UW-Madison email account will end on (date)

Hello Bucky:

Our records show your eligibility for UW-Madison Microsoft 365 has changed as of (date).

You will soon lose access to your bbadger23@wisc.edu email account and all other Microsoft 365 services associated with your @wisc.edu account.

Affected NetID: bbadger23

This is the first notification you are receiving concerning the deactivation of your account.

As of today, there are no changes and you will continue to have access to your UW-Madison Microsoft 365 email account and all associated services until 11/18/2018. On this day, you will lose access to any data that is held within your UW-Madison Microsoft 365 email and all associated services. Any existing automatic replies and email forwards on your account will be removed and all emails sent to you will bounce.

WHAT YOU CAN DO

Before (expiration date), you are encouraged to:

- Backup your personal data and forward any needed emails to another mailbox
- Transfer ownership of shared data to a shared folder/account
- If you have your @wisc.edu account associated with any external accounts (e.g. bank accounts, subscriptions, student loans, healthcare information, social media, etc), please update those services to a non @wisc.edu email 
- Check your affiliation status with your HR department or Registrar's Office if you believe you received this message in error.
Learn how to backup and manage your data here: https://kb.wisc.edu/78565.

NEXT STEPS
You will receive three additional reminders to do all of the above before you lose access.

QUESTIONS
If you have any questions, please contact the DoIT Help Desk at https://it.wisc.edu/help or call (608) 264-4357.

Thank You,

Productivity and Collaborative Solutions (PCS)
Division of Information Technology (DoIT)
University of Wisconsin - Madison

Please refer to Help Desk - Overview of DoIT service eligibility and deactivations.

There is currently no deactivation timeline for Canvas accounts at UW-Madison; most individuals with access to Canvas and other Learn@UW-Madison tools will be able to log in indefinitely, as long as their NetID/Shibboleth credentials are active.

You will continue to be eligible for full Help Desk support for:

• UW-Madison services you may continue to use
• Personal computing help