Help Desk (Departing Faculty/Staff) - Steps to take before losing access to Microsoft 365, Google, Zoom, Box, and Qualtrics

Effective January 2018, individuals who leave the University may begin a deactivation process that may change their access to the following services:

Affected IT Services
  • Microsoft 365
  • Google
  • Zoom
  • Box
  • Qualtrics
Note: Service-based deactivation will not impact the NetID Login Service.

Why am I losing access?

Your affiliation type determines how your access to affected IT services will change when you leave the University. Please see the chart below to learn more.

University Affiliation TypeReason for Affiliation TypeAccess
Access to
Access to
Departing Faculty/StaffHR updated your employment status to indicate you no longer work for the UniversityLose access to all affected IT services

When will I lose access?

View the service-based deactivation timeline to see when your access will change.

What should I do next?

Step 1: You are encouraged to classify data that you created 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: Once you organize your data, your next step will be to either backup or transfer ownership of that data:

Backup personal dataTransfer ownership of University data
Microsoft 365Microsoft 365 - Email backup strategiesMicrosoft 365 - Backup OneDrive for Business dataMicrosoft 365 - Preserving organizational data due to a position change or retirement
GoogleUW-Madison Google Workspace - Preserve your data

UW-Madison Google Workspace - Transfer folders and files from My Drive to Shared Drives

UW-Madison Google Workspace - Transfer Google Workspace data to another Google account

ZoomIf applicable, download cloud recordings and/or export past meeting information. If applicable, share cloud recordings and/or past meeting information with current UW-Madison colleagues.
BoxUW-Madison Box - Preserve your dataBox - Transferring Folder Ownership
QualtricsUW-Madison Qualtrics - Preserving your dataUW-Madison Qualtrics - Transfer ownership of your survey

Important Note: Once your appointment or student status changes, you will lose access to OneDrive and your license for Outlook desktop client will expire approximately 25 days after the change.

For retirees and emeriti:

See Also:

Keywords:uw madison deactivation netid ineligible affiliation deactivated deleted office 365 g suite google apps drive box email calendar university policy leaving alumni student withdraw graduate faculty staff emeriti emeritus retiree retired quit timeline time ltu resources qualtrics departing pcs productivity and collaborative solutions doit zoom former employee   Doc ID:79984
Owner:Christina G.Group:DoIT Help Desk
Created:2018-02-08 10:41 CSTUpdated:2023-02-02 14:25 CST
Sites:Box, DoIT Help Desk, DoIT Tech Store, Google Apps, Microsoft 365
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