Help Desk (Emeriti) - Steps to take before your access to Microsoft 365, Google, Zoom, Box, and Qualtrics changes
Effective January 2018, individuals who leave the University will begin a deactivation process that may change their access to the following services:
Affected IT Services- Microsoft 365
- Zoom
- Box
- Qualtrics
Why is my access changing?
Your affiliation with the University determines your access to the IT services listed above. Please see the table below to learn more.
| University Affiliation Type |
Reason for Affiliation Type |
Access to OFFICE 365 |
Access to |
Access to ZOOM |
Access to BOX |
Access to QUALTRICS |
| Emeriti | HR updated your status from former employee to emeritus | Reduced to email, calendar, contacts, and tasks only - Lose access to web and desktop apps |
Continues | Lose access | Continues | Continues |
Note:
-
If your HR department does not update their records to indicate you have emeritus status, you will lose access to the services listed above.
-
If you applied for emeritus status, waiting for your affiliation to change, and still receive service-based deactivation notifications, please contact your former HR department or the Office of Human Resources for further assistance.
When will I lose access?
View the service-based deactivation timeline to see when your access will change.
What should I do next?
Step 1: You are encouraged to classify data that you created 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: Once you organize your data, your next step will be to either backup or transfer ownership of that data:
| Backup personal data | Transfer ownership of University data | ||
| Microsoft 365 | Microsoft 365 - Email Backup Strategies | Microsoft 365 - Backup OneDrive for Business data | Microsoft 365 - Preserving organizational data due to a position change or retirement |
| UW-Madison Google Workspace - Preserve your data | |||
| Zoom | If applicable, download cloud recordings and/or export past meeting information. | If applicable, share cloud recordings and/or past meeting information with current UW-Madison colleagues. | |
| Box | UW-Madison Box - Preserve Your Data | Box - Transferring Folder Ownership | |
| Qualtrics | UW-Madison Qualtrics - Preserving your data | UW-Madison Qualtrics - Transfer ownership of your survey | |
For retirees and emeriti:
- Privileges for UW-Madison Retirees and Emeriti
- UW-Madison Retirement Association - Guide to Emeritus Status
See Also
- Help Desk - Resources for Microsoft 365, Google, Zoom, Box, and Qualtrics Account Changes or Deactivations
- Leaving the University - Deactivation Notifications for Microsoft 365, Google, Zoom, Box, and Qualtrics
- Help Desk (Retiree with IT Services) - Steps to take before your access to Microsoft 365, Google, Zoom, Box, and Qualtrics changes