Leaving the University - Microsoft 365, Google Workspace, Box, Qualtrics, Zoom Workplace (Students)
These services are often related, can be complicated due to their collaborative nature, and managed by teams who work closely together.
For information on other services and their eligibility status, please search the Help Desk KB.
Access to IT services after leaving UW-Madison
Service |
Change |
When access is lost |
|---|---|---|
Microsoft 365: Email & Calendar |
Lose Access |
9 Months |
Microsoft 365: All Other Services |
Lose Access |
3 Months |
Google Workspace |
Lose Access |
9 Months |
Box |
Lose Access |
3 Months |
Qualtrics |
Lose Access |
3 Months |
|
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 the Registrar changes your affiliation from student to non-student.
- For most students this is either your graduation or withdrawal date (as determined by the Office of the Registrar).
- No Change: Full access remains for service
Microsoft 365
Email & Calendar access |
All Other Services access |
|
|---|---|---|
Day 0* |
No Change |
No Change |
Day 90 |
No Change |
Lose Access |
Day 180 |
Lost Access |
|
Day 270 (~ 9 months) |
Lose Access |
Lost Access |
Backup data or transfer data before losing access
Policy Information
For more information on Microsoft 365 after graduation, please refer to Former student eligibility policy and deactivation timeline for M365 Services .
Google Workspace
Google Workspace access |
|
|---|---|
Day 0* |
No Change |
Day 90 |
No Change |
Day 180 |
|
Day 270 (~ 9 Months) |
Lose Access |
Backup data or transfer data before losing access
Box
Box access |
|
Day 0* |
|
Day 90 (~ 3 Months) |
Lose Access |
Backup data or transfer data before losing access
Qualtrics
Qualtrics access |
|
|---|---|
Day 0* |
|
Day 90 (~ 3 months) |
Lose Access |
Backup data or transfer data before losing access
Zoom Workplace
Zoom Workplace access |
|
|---|---|
Day 0* |
Downgraded to basic account type + |
Day 90 (~ 3 months) |
Lose Access |
Backup data or transfer data before losing access
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:
- Leaving the University - Recommendations for Extracting Email from Microsoft 365 (Former Students)
- Microsoft 365 - Backup OneDrive for Business 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:
- Create project directories (recommended): UW-Madison Box - Project Directories
- Invite collaborators
- Understanding folder permissions
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 I will be employed by the University once I am no longer a student?
If you will be either:
- Employed as faculty or staff immediately upon withdrawal or graduation
OR
- Are already working in an employment position that will not end following your withdrawal/graduation
Then: You will continue to be eligible for the same IT services as when you were a student and do not need to worry about losing access.
Unsure whether your employment position will be active immediately?
Contact your Human Resources department to verify your appointment start date.There is a delay between your end date as a student and your start date as an employee:
Review the recommendations in Leaving the University - What should I do with my data? to ensure that you do not lose any data.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?
Additional Help
Service Access Questions
If you have any questions or concerns about your access, please contact the DoIT Help Desk.
Eligibility and Affiliation Questions
Direct questions regarding your affiliation status to the Office of the Registrar.