Former student eligibility policy and deactivation timeline for M365 Services
Students who leave or graduate from UW-Madison no longer have indefinite access to Microsoft 365 (M365) services. Those who graduate or leave UW will lose access to their email account and other Microsoft 365 data 9 months after leaving the university. The scope and timeline of these changes are detailed below.
This timeline includes changes to the following IT Services:
-
NetID@wisc.edu email account access and data
-
M365 Applications (Outlook, Teams, OneDrive, Word, Excel, etc.) access and data
Your university status has changed or will change due to the following:
-
You have completed your degree program and graduated from the university
or -
You are no longer enrolled as a student with the university
Because your university affiliation is changing, your eligibility for IT services provided by UW-Madison will also change. You will continue to be eligible for M365 Services for a 6-month grace period after graduating or leaving the university. This grace period is designed to give you time to get your files and data moved to a new personal or professional account. After the 6-month grace period ends, you will no longer have access to UW-Madison M365 services, and your account will enter the deactivation process.
|
Day |
Event |
Change |
|---|---|---|
|
Day 0 |
Graduate or withdrawal |
None |
|
Day 180 |
Notification #1 sent |
Begins deactivation process |
|
Day 210 |
Notification #2 sent |
None |
|
Day 240 |
Notification #3 sent |
None |
|
Day 255 |
Notification #4 sent |
None |
|
Day 270 |
Deactivation |
Account is no longer accessible to the former student |
If you have an ongoing collaboration with a university department or faculty member that requires you to maintain access to your M365 account, you may be eligible for an extension for access to these services. Extensions will only be permitted if requested before the account deactivation date (day 270 above)*. Please contact the DoIT Help Desk to request an extension if you meet these criteria.
*Note: As of June 10, 2024 accounts which have already been deactivated will no longer be reactivated upon request.
Internal Notes
For HD Staff
If customer has already been deactivated but is pushing back on the response above, then please escalate the case to M365 team.
For PCS Staff
-- If the account is within 48 hours of deactivation and we have approved the extension and added them to the Manifest group, we should also notify the tech team and ask them to make sure the account does not get deactivated.
-- If we receive a case where customer is unhappy with the response they received from HD staff regarding the policy to 'not reactivate' an already deactivated account, please respond to customer with following:
Unfortunately, we can no longer re-activate an account for M365 service once it has been deactivated. For complete details on the change in policy, please review following article: https://kb.wisc.edu/microsoft365/70586.
If customer is still unhappy with the response PCS support staff gives customer, then direct the case to Beth.