Leaving the University - Microsoft 365, Google Workspace, Box, Qualtrics, Zoom Workplace (Faculty/Staff Retiring with IT services)
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.
Overview: Service Access After Leaving the University
|
Service |
Change |
When Access Is Lost |
|
|---|---|---|---|
M365 |
Email & Calendar |
Continue Access |
N/A |
All Other Services |
Lose Access |
3 Months |
|
Google Workspace |
Continue Access |
N/A |
|
Box |
Continue Access |
N/A |
|
Qualtrics |
Continue Access |
N/A |
|
|
Zoom Workplace |
Lose Access |
3 Months |
|
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.
Timeline for each 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
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 (More info regarding email notifications: Leaving the University - Deactivation Notifications for Microsoft 365, Google, Zoom, Box, and Qualtrics).
Microsoft 365
|
Microsoft 365 |
|
|
All Other Services |
|
|
Day 0* |
No Change |
|
Day 90 |
Lose Access |
Backup Data or Transfer Data
- Use Leaving the University - What should I do with my data? - for info on how to backup or transfer M365 Data before losing access
For more information on Microsoft 365 after graduation, please refer to Former student eligibility policy and deactivation timeline for M365 Services .
Zoom Workplace
|
Zoom Workplace |
|
|
Day 0* |
Downgraded to Basic account type + Deactivation Notification |
|
Day 90 (~ 3 months) |
Lose Access |
Backup Data or Transfer Data
- Use Leaving the University - What should I do with my data? - for info on how to backup or transfer M365 Data before losing access
What should I do to protect 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:
Definitions:
- 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:
FAQs
What if my status has not been updated yet?
If your HR department does not update their records to indicate you have status in which you retain IT services (e.g. Emeritus), you will lose access to the services listed above. And you can refer to Leaving the University - Microsoft 365, Google Workspace, Box, Qualtrics, Zoom Workplace (Faculty/Staff Retiring without IT services), for how this will affect your service access.
Retirees are not automatically granted continued access to campus IT services and will need to apply to retain access. Contact your HR department to learn more.
What services am I losing within M365?
- Calendar
- Contacts
- Tasks
- Outlook Web App
Note: These services will only be LICENSED through the web clients. If customers want to purchase their own personal M365 license, they will be able to access these things through the desktop client.
They will just be losing access to the UW desktop license.
Lost Access:
All Other services + Web and desktop apps
I have an eligibility or deactivation question about a service not listed here. Where can I find information?
Please refer to Overview of DoIT service eligibility and deactivations (DRAFT).
How is access to Learn@UW-Madison Tools affected?
There is currently no deactivation timeline for Canvas accounts at UW-Madison; most individuals with access to Canvas and other Learn@UW-Madison tools will be able to log in indefinitely, as long as their NetID/Shibboleth credentials are active.
How does this affect access to Help Desk Support?
You will continue to be eligible for full Help Desk support for:
- UW-Madison services you may continue to use
- Personal computing help
Additional Help
Service Access Questions
If you have any questions or concerns about your access to Microsoft 365, G Suite, Box, or Qualtrics, please contact the DoIT Help Desk.
Eligibility and Affiliation Questions
Direct any questions regarding your status as determined by the University, during, prior, or post graduation/withdrawal to the Office of The Registrar.