Access to IT services after leaving UW-Madison
This table provides an overview of when departing employees lose access to IT services. This is subject to change.
Service
|
Change
|
When access is lost
|
Microsoft 365:
Email & Calendar
|
Continue Access
|
N/A
|
Microsoft 365:
All Other Services
|
Lose Access
|
3 Months
|
Google Workspace
|
Continue Access
|
N/A
|
Box
|
Continue Access
|
N/A
|
Qualtrics
|
Continue Access
|
N/A
|
|
Zoom Workplace
(basic and premium)
|
Lose Access
|
3 Months
|
Notice!
It is your responsibility to review all data you may have stored and determine what needs to be backed up or transferred.
Once your account and data have been deleted, they are gone forever.
This information and timeline are subject to change.
Detailed timeline for affected services
Important Definitions:
- Day 0: When the Office of Human Resources changes your affiliation.
- No Change: Full access remains for service
Process may be delayed, but never shorter than this timeline.
You will receive email notifications when specific deactivation dates have been set on your account: Leaving the University - Deactivation Notifications for Microsoft 365, Google, Zoom, Box, and Qualtrics.
Microsoft 365
M365 Timeline
|
Microsoft 365
|
|
All Other Services
|
|
Day 0*
|
No Change
|
|
Day 90
|
Lose Access
|
Backup Data or Transfer Data
For more information on Microsoft 365 after graduation, please refer to Former student eligibility policy and deactivation timeline for M365 Services .
Zoom Workplace
Timeline
|
Zoom Workplace
|
|
|
Day 0*
|
Downgraded to Basic account type
+
Deactivation Notification
|
|
Day 90 (~ 3 months)
|
Lose Access
|
Backup Data or Transfer Data
FAQs
Frequently Asked Questions
What should I do with my data?
When I leave the University, what should I do with my data?
Step 1: Classify files you create into two categories
-
Personal data: You can keep this data and will need to backup files before losing access to your account.
-
University data: You will need to transfer ownership of this data to designated faculty/staff or to another University account.
Step 2: Backup or Transfer ownership of university data for each service:
- Backup data: Making copies of important data and storing them in a separate location
- Transfer data: Moving digital information from one location to another.
How to backup and transfer data: Microsoft 365
Backup Data:
Transfer Data:
How to backup and transfer data: Google Workspace
Backup Data:
Transfer Data:
How to backup and transfer data: Box
Backup Data:
Transfer Data:
How to backup and transfer data: Qualtrics
Backup Data:
Transfer Data:
How to backup and transfer data: Zoom Workplace
Backup Data:
Transfer Data:
What if my status has not been updated yet?
If your HR department does not update their records to indicate you have status in which you retain IT services (e.g. Emeritus), you will lose access to the services listed above. And you can refer to Leaving the University - Microsoft 365, Google Workspace, Box, Qualtrics, Zoom Workplace (Faculty/Staff Retiring without IT services), for how this will affect your service access.
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.
What services am I losing within M365?
Retained Access:
- Email
- Calendar
- Contacts
- Tasks
- Outlook Web App
Note: These services will only be LICENSED through the web clients. If customers want to purchase their own personal M365 license, they will be able to access these things through the desktop client.
They will just be losing access to the UW desktop license.
Lost Access:
All other services, both web and desktop apps.
What do the deactivation notification emails look like?
Example:
From: Productivity and Collaborative Solutions
Sent: (Day of the week), (Month) (day of the month), (year), (time)
To: Bucky Badger
Subject: Your access to your UW-Madison email account will end on (date)
Hello Bucky:
Our records show your eligibility for UW-Madison Microsoft 365 has changed as of (date).
You will soon lose access to your bbadger23@wisc.edu email account and all other Microsoft 365 services associated with your @wisc.edu account.
Affected NetID: bbadger23
This is the first notification you are receiving concerning the deactivation of your account.
As of today, there are no changes and you will continue to have access to your UW-Madison Microsoft 365 email account and all associated services until 11/18/2018. On this day, you will lose access to any data that is held within your UW-Madison Microsoft 365 email and all associated services. Any existing automatic replies and email forwards on your account will be removed and all emails sent to you will bounce.
WHAT YOU CAN DO
Before (expiration date), you are encouraged to:
- Backup your personal data and forward any needed emails to another mailbox
- Transfer ownership of shared data to a shared folder/account
- If you have your @wisc.edu account associated with any external accounts (e.g. bank accounts, subscriptions, student loans, healthcare information, social media, etc), please update those services to a non @wisc.edu email
- Check your affiliation status with your HR department or Registrar's Office if you believe you received this message in error.
Learn how to backup and manage your data here: https://kb.wisc.edu/78565.
NEXT STEPS
You will receive three additional reminders to do all of the above before you lose access.
QUESTIONS
If you have any questions, please contact the DoIT Help Desk at https://it.wisc.edu/help or call (608) 264-4357.
Thank You,
Productivity and Collaborative Solutions (PCS)
Division of Information Technology (DoIT)
University of Wisconsin - Madison
For
more information on deactivation notifications see
Leaving the University - Deactivation Notifications for Microsoft 365, Google, Zoom, Box, and Qualtrics I have an eligibility or deactivation question about a service not listed here. Where can I find information?
How is access to Learn@UW-Madison Tools affected?
There is currently no deactivation timeline for Canvas accounts at UW-Madison; most individuals with access to Canvas and other Learn@UW-Madison tools will be able to log in indefinitely, as long as their NetID/Shibboleth credentials are active.
How does this affect access to Help Desk Support?
You will continue to be eligible for full Help Desk support for:
- UW-Madison services you may continue to use
- Personal computing help
Additional Help
Service Access Questions
If you have any questions or concerns about your access to Microsoft 365, G Suite, Box, or Qualtrics, please contact the DoIT Help Desk.
Eligibility and Affiliation Questions
Direct any questions regarding your status as determined by the University to your local IT .
