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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.

University Affiliation Type	Reason for Affiliation Type	Access to OFFICE 365	Access to GOOGLE	Access to ZOOM	Access to BOX	Access to QUALTRICS
Retiree with IT services*	HR updated your status from former employee to retiree with IT services	Reduced to email, calendar, contacts, and tasks only - Lose access to all other web and desktop apps	Continues	Lose access	Continues	Continues

*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.

Note: If your HR department does not update their records to indicate you have either emeritus status or retiree with IT services status, you will lose access to the affected services listed above.

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 data	Transfer ownership of University data
Microsoft 365	- Email and Calendar: No further action is required because you will continue to have access to these services. - Web and Desktop Apps: Microsoft 365 - Backup OneDrive for Business data*	Microsoft 365 - Preserving organizational data due to a position change or retirement
Google	UW-Madison G Suite - Backing up data (Optional) - No further action is required because you will continue to have access to this service.	UW-Madison G Suite - Transfer folders and files from My Drive to Team Drives UW-Madison G Suite - Transfer G Suite data to another UW-Madison G Suite 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 - Backup your data (Optional) - No further action is required because you will continue to have access to this service.	Box - Transferring Folder Ownership
Qualtrics	Qualtrics Survey Hosting - Backup your data (Optional) - No further action is required because you will continue to have access to this service.	Qualtrics Survey Hosting - Transfer ownership of your survey

Important Note: Once your appointment changes, your access to OneDrive and your license for the Outlook desktop client will expire 90 days after the change.

See Also:

• Help Desk - Resources for Microsoft 365, G Suite, Box, and Qualtrics account deactivations
• Help Desk - Deactivation Notifications for Microsoft 365, G Suite, Box, and Qualtrics
• Help Desk (Emeriti) - Steps to take before your access to Microsoft 365, Google, Zoom, Box, and Qualtrics changes
• Privileges for UW-Madison Retirees and Emeriti
• UW-Madison Retirement Association - Guide to Emeritus Status