Help Desk (Former Student) - Steps to take before your access to Microsoft 365, Google, Box, Qualtrics, and Zoom changes

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

Affected IT Services
  • Microsoft 365
  • Google
  • Box
  • Qualtrics
  • Zoom


  • Service-based deactivation will not impact the NetID Login Service.
  • The content below reflects current policies for former students and is subject to change any time. If access to IT services changes, affected individuals may be notified.

Why is my access changing?

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.

Affiliation Type
Reason for
Affiliation Type
Access to
Access to
Access to
Access to
Access to
Former Student Your status indicates that you are no longer enrolled at the university

Lose access

Lose access Lose access Lose access Lose access

When will I lose access?

The deactivation timeline is being updated and will be published soon. 

What should I do next?

Step 1: You are encouraged to classify files 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 data Transfer ownership of University data
Microsoft 365

Leaving the University - Recommendations for Extracting Email from Microsoft 365 (Former Students)

Microsoft 365 - Backup OneDrive for Business data

Microsoft 365 - Preserving organizational data due to a position change or retirement
Google UW-Madison Google - Backing up data

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

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

Box UW-Madison Box - Backup your data Box - Transferring Folder Ownership
Qualtrics Qualtrics Survey Hosting - Backup your data Qualtrics Survey Hosting - Transfer ownership of your survey

Export Past Meeting Information

Download Zoom Cloud Recordings

Share Zoom Cloud Recordings

Important Note: Once your appointment or student status changes, you will lose access to OneDrive and your license for Microsoft 365 Subscription version of Office/Outlook desktop clients will expire approximately 25 days after the change.

See Also:

Keywordsuw madison office 365 g suite google box qualtrics alumni emeritus reduced limited eligible active microsoft google apps affiliation IT services email drive onenote calendar change former student resources doit help desk ltu resources departing pcs productivity and collaborative solutions doit   Doc ID80255
OwnerHelp Desk KB TeamGroupDoIT Help Desk
Created2018-02-19 12:52:00Updated2024-04-19 16:24:09
SitesBox, DoIT Help Desk, Google Apps, Microsoft 365
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