Leaving the University - Microsoft 365, Google Workspace, Box, Qualtrics, Zoom Workplace (Departing Staff Not Retiring or Gaining Emeritus Status)
Leaving the University - access to IT services
|
Service |
Change |
When Access Is Lost |
|
|---|---|---|---|
Microsoft 365 |
Email & Calendar |
Lose Access |
9 Months |
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 |
|
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.
Timeline for affected services
Important Definitions:
- Day 0: When the Office of the Registrar changes your affiliation.
- For most this is your withdrawal date (as determined by the Office of the Registrar).
- No Change: Full access remains for service
Microsoft 365
|
Microsoft 365 |
||
|
Email & Calendar |
All Other Services |
|
|
Day 0* |
No Change |
No Change |
|
Day 90 |
No Change |
Lose Access |
|
Day 180 |
||
|
Day 270 (~ 9 months) |
Lose Access |
|
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
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:
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 (Microsoft 365, Google Workspace, Box, Qualtrics, Zoom Workplace)
- Leaving the University - Microsoft 365, Google Workspace, Box, Qualtrics, Zoom Workplace (Students)