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
  • Google
  • 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.

Affiliation Type
Reason for
Affiliation Type
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


  1. If your HR department does not update their records to indicate you have emeritus status, you will lose access to the services listed above.

  2. 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:

  1. Personal data: You can keep this data and will need to backup files before losing access to your account.

  2. 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
Google UW-Madison Google Workspace - Preserve your data

[Link for document 74572 is unavailable at this time]

UW-Madison Google Workspace - Preserve organizational 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:

Keywordsuw madison office 365 Google Workspace box qualtrics alumni emeritus emeriti reduced limited eligible active microsoft google apps affiliation IT services email drive onenote calendar change former student resources doit help desk ltu resources departing pcs productivity and collaborative solutions doit zoom   Doc ID80907
OwnerHelp Desk KB TeamGroupDoIT Help Desk
Created2018-03-14 16:34:45Updated2023-10-03 12:41:50
SitesBox, DoIT Help Desk, Google Apps, Microsoft 365, Zoom
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