Help Desk - Deactivation Timeline for Microsoft 365, Google, Zoom, Box, Qualtrics
Effective January 2018, individuals whose University affiliation has changed may begin a deactivation process for the following services:
Affected IT Services- Microsoft 365
- Zoom
- Box
- Qualtrics
Note: Service-based deactivation will not impact the NetID Login Service.
Timeline
The timeline below illustrates the deactivation process for an individual who is no longer eligible for Microsoft 365, Google, Zoom, Box, or Qualtrics. Please note, the content below is subject to change.
NOTE: The deactivation process timeline ONLY applies to the services listed above.
STATUS | WHEN | WHAT HAPPENS | ACCESS TO OFFICE 365 |
ACCESS TO |
ACCESS TO BOX |
ACCESS TO QUALTRICS |
ACCESS TO ZOOM |
ACTIVE University Affilation |
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 |
- Account enters deactivation process |
Continues | Continues | Continues | Continues | Continues |
- Occurs sometime after affiliation changes - Affiliation status is determined by HR/Registrar processes |
- Account selected for deactivation |
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: - Former Student**: - Collaborators: - Emeriti and retirees with IT services: |
|||||
270 days after account is selected for deactivation |
- All data stored in affected services will be deleted - Data will not be recoverable |
- Collaborators: - Former Student **: - Emeriti and retirees with IT services: |
Learn@UW-Madison Tools: There is no deactivation timeline for Canvas or Kaltura MediaSpace accounts at UW-Madison; individuals with access to Canvas or Kaltura will be able to log in indefinitely, as long as their NetID/Shibboleth credentials are active (individuals using a Canvas login created through Manifest can also use those credentials indefinitely, but cannot access Kaltura).
*Please contact your HR department or the Registrars Office if you any questions about your affiliation status.
**Former student includes students who are either alumni, withdrawn, or no longer continuing with the university.