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
  • Google
  • 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
GOOGLE 		 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

- Alert notifications will appear in three locations

 Continues Continues Continues Continues Continues

- Occurs sometime after affiliation changes

- Affiliation status is determined by HR/Registrar processes

- Account selected for deactivation

- First email notification sent

 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, 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

- Former Student**:
       - Lose access to Box, Qualtrics, and Zoom
       - Received a deactivation email notification for each service that is deactivated
       - Continue access to Microsoft 365 email, calendar, people/contacts and tasks (Exchange online only) and Google 

- 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, 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

- Collaborators: 
       - Lose access to shared Qualtrics surveys and data
       - Lose access to shared Google data

- Former Student **:
       - Continue access to Microsoft 365 email, calendar, people/contacts and tasks (Exchange Online only) and Google
       - Zoom accounts are deleted and all associated data cannot be restored/recovered.

- Former employee:
       - Microsoft 365, G-Suite, and Zoom accounts are deleted and all associated data (including emails) cannot be restored/recovered.

- Emeriti and retirees with IT services:
       - Continue access to Microsoft 365 email, calendar, people/contacts and tasks (Exchange Online only), Google, Box, and Qualtrics
       - Zoom accounts are deleted and all associated data cannot be restored/recovered.

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.

See Also:



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Owner:Christina G.Group:DoIT Help Desk
Created:2018-02-01 14:23 CDTUpdated:2023-03-13 10:10 CDT
Sites:Box, Cybersecurity Operations Center, DoIT Help Desk, DoIT Tech Store, Google Apps, Learn@UW-Madison, Microsoft 365, Zoom
Feedback:  22   6