Leaving the University - Access to IT Services (Departing staff with no further affiliation)
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.
When you leave the university, you will lose access to these core IT services: Microsoft 365, Google Workspace, Box, Qualtrics, and Zoom Workplace. This document outlines the amount of time you have to back up or transfer your data before losing access.
Access to IT services after leaving UW-Madison
Service |
Change |
When access is lost |
|---|---|---|
Microsoft 365: Email & Calendar |
Lose Access |
3 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 Human Resources changes your affiliation.
- No Change: Full access remains for service
Process may be delayed, but never shorter than this timeline.
You will receive email notifications when specific deactivation dates have been set on your account: Leaving the University - Deactivation Notifications for Microsoft 365, Google, Zoom, Box, and Qualtrics.
Microsoft 365
Microsoft 365 |
|||
Email & Calendar |
All Other Services |
||
Day 0* |
No Change |
No Change |
|
Day 30
|
Deactivation Notifications Begin |
Deactivation Notifications Begin |
|
Day 75 |
Final Deactivation Notification Sent |
Final Deactivation Notification Sent | |
Day 90 |
Lose Access |
Lose Access |
|
Day 270 (~9 months) |
All Associated Data Deleted |
All Associated Data Deleted | |
Backup data or transfer data before losing access
Google Workspace
Google Workspace |
|
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 |
|
Day 0 |
|
Day 90 (~ 3 Months) |
Lose Access |
Backup data or transfer data before losing access
Qualtrics
Qualtrics |
|
Day 0 |
|
Day 90 (~ 3 months) |
Lose Access |
Backup data or transfer data before losing access
Zoom Workplace
Zoom Workplace |
|
Day 0 |
Downgraded to basic account type + Deactivation Notification |
Day 90 (~ 3 months) |
Lose Access |
Backup data or transfer data before losing access
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.
See Also
- Leaving the University - Deactivation Notifications for Microsoft 365, Google, Zoom, Box, and Qualtrics
- Leaving the University - What should I do with my data?
- Leaving the University of Wisconsin-Madison - Access to IT Services
- Leaving the University - Microsoft 365, Google Workspace, Box, Qualtrics, Zoom Workplace (Students)