Help Desk (Emeriti) - Steps to take before your access to Office 365, Google, Zoom, Box, and Qualtrics 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
  • Office 365
  • Google
  • Zoom
  • Box
  • Qualtrics


Why is my access changing?

Your affiliation with the University determines your access to the IT services listed above. Please see the table below to learn more.

University
Affiliation Type
Reason for
Affiliation Type
Access
to
OFFICE 365
Access
to
GOOGLE
Access
to
ZOOM
Access
to
BOX
Access
to
QUALTRICS
Emeriti HR updated your status from former employee to emeritus Reduced to email, calendar, contacts, and tasks only
- Lose access to web and desktop apps
Continues Lose access Continues Continues

Note:

  1. If your HR department does not update their records to indicate you have emeritus status, you will lose access to the services listed above.

  2. If you applied for emeritus status, waiting for your affiliation to change, and still receive service-based deactivation notifications, please contact your former HR department or the Office of Human Resources for further assistance.

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
Office 365 Office 365 - Email backup strategies Office 365 - Backup OneDrive for Business data Office 365 - Preserving organizational data due to a position change or retirement
Google UW-Madison Google Workspace - Preserve your data

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

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

Zoom If 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.
Box UW-Madison Box - Preserve your dataBox - Transferring Folder Ownership
Qualtrics UW-Madison Qualtrics - Preserving your data UW-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 office 365 Google Workspace box qualtrics alumni emeritus emeriti 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 zoom   Doc ID:80907
Owner:Christina G.Group:DoIT Help Desk
Created:2018-03-14 15:34 CSTUpdated:2022-01-18 18:06 CST
Sites:Box, DoIT Help Desk, DoIT Tech Store, Google Apps, Office 365
Feedback:  6   0