Help Desk - Deactivation Timeline for Microsoft 365, Google Workspace, Zoom, Box, Qualtrics

This document outlines how long you can expect to retain UW-Madison IT services after your affiliation to the University has ended.

Effective January 2018, individuals whose University affiliation has changed may begin a deactivation process for the following services:

Affected IT Services

  • Microsoft 365
  • Google Workspace
  • Zoom
  • Box
  • Qualtrics

Important Notes

  • Service-based deactivation will not impact the NetID Login Service.
  • If you plan to setup an auto-reply (out-of-office message) on your account, it must be configured prior to your deactivation date. When configuring this setting, set the expiration to extend past your deactivation date. Once your account is deleted, the auto-reply will no longer work.
  • The account deactivation timeline is subject to change as the University's license agreements with vendors are subject to change.

Timeline

The timeline below illustrates the deactivation process for an individual who is no longer eligible for Microsoft 365, Google Workspace, Zoom, Box, or Qualtrics. Please note, the content below is subject to change.

This table outlines access to services based on an individual's University affiliation status.
STATUS WHEN WHAT HAPPENS ACCESS TO
OFFICE 365		 ACCESS TO
GOOGLE WORKSPACE 		 ACCESS TO
BOX		 ACCESS TO
QUALTRICS		 ACCESS TO
ZOOM
ACTIVE
University Affiliation
 Now No change Continues Continues Continues Continues Continues
University Affiliation CHANGES
 Determined by HR/Registrar processes* No change Continues Continues Continues Continues Continues
Entering DEACTIVATION process
  • Shortly after affiliation changes
  • Affiliation status is determined by HR/Registrar processes
  • Former students have a 180-day grace period between graduation and deactivation for only Google Workspace and Microsoft 365 email and calendar (the grace period does not apply to Box, Zoom, Qualtrics, or any other Microsoft 365 feature).
 Continues Continues Loses access Loses access  Loses access
  • Occurs sometime after affiliation changes
  • Affiliation status is determined by HR/Registrar processes
 Continues Continues Continues Continues User downgraded to Basic account type
30 days after account is selected for deactivation Second email notification sent Continues Continues Continues Continues Continues
60 days after account is selected for deactivation Third email notification sent Continues Continues Continues Continues Continues
75 days after account is selected for deactivation Fourth, final, email notification sent Continues Continues Continues Continues Continues
90 days after account is selected for deactivation Notifications end
  • Former employee:       
    • Lose access to Microsoft 365, Google Workspace, Box, Qualtrics, and Zoom     
    • Received a deactivation email notification for each service that is deactivated      
    • Email forwarded from Microsoft 365 to third party service (e.g., Gmail) ends       
    • Email sent to the deactivated account will bounce unless an out of office message was set, which will be sent instead of an error message
      • If an OOO is being set on the account, it is highly recommended to set the expiration date to 365 days after the intended date of deactivation.
      • If the OOO expires before the deletion of the account, the account will not send a bounceback or error notification to senders.
  • Former Student **:
    • Lose access to Box, Qualtrics, Zoom, and Google Workspace
    • Received a deactivation email notification for each service that is deactivated
    • Email forwarded from Microsoft 365 to third party service (e.g., Gmail) ends
    • Email sent to the deactivated account will bounce unless an out of office message was set, which will be sent instead of an error message.
      • If an OOO is being set on the account, it is highly recommended to set the expiration date to 365 days after the intended date of deactivation.
      • If the OOO expires before the deletion of the account, the account will not send a bounceback or error notification to senders.
    • Microsoft 365 details: Former student eligibility policy and deactivation timeline for M365 Services 
  • Collaborators:
    • Lose access to shared Box data
    • Did not receive deactivation notifications
    • Continue access to shared Qualtrics surveys and data
  • Emeriti and retirees with IT services:   
    • Continue access to Microsoft 365 email, calendar, people/contacts and tasks (Exchange Online only), Google Workspace, Box, and Qualtrics
    • Did not receive deactivation notifications
    • Lose access to Zoom
270 days after account is selected for deactivation
  • All data stored in affected services will be deleted
  • Data will not be recoverable
  • Account cannot be re-activated
  • Former employee:
    • Microsoft 365, Google Workspace, and Zoom accounts are deleted and all associated data (including emails) cannot be restored/recovered.
  • Former Student **:
    • Microsoft 365, Google Workspace, and Zoom accounts are deleted and all associated data (including emails) cannot be restored/recovered.
  • Collaborators: 
    • Lose access to shared Qualtrics surveys and data
    • Lose access to shared Google Workspace data
  • Emeriti and retirees with IT services:
    • Continue access to Microsoft 365 email, calendar, people/contacts and tasks (Exchange Online only), Google Workspace, Box, and Qualtrics
    • Zoom accounts are deleted and all associated data cannot be restored/recovered.

* Please contact your HR department or the Registrars Office if you any questions about your affiliation status.

** Former student: Alumni, withdrawn, or no longer continuing with the university.

Learn@UW-Madison Tools

Please see this document for Learn@UW-Madison Service Eligibility: Learn@UW Madison - Deactivation Timeline for Learn@UW Tools [UW-Madison].

See Also:

See Also


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Doc ID:
79844
Owned by:
Help Desk KB Team in DoIT Help Desk
Created:
2018-02-01
Updated:
2025-02-19
Sites:
Box, Cybersecurity Operations Center, DoIT Help Desk, Google Apps, Learn@UW-Madison, Microsoft 365, UW-Madison Qualtrics Survey Hosting, Zoom