Help Desk - Deactivation Timeline for Office 365, G Suite, Box, and Qualtrics

Individuals who leave UW-Madison and have no active affiliation with the University will lose access to select UW-Madison IT services.

Effective January 2018, individuals who have no continuing affiliation with the University will begin a deactivation process for the following services:

Affected IT Services
  • Office 365
  • G Suite
  • Box
  • Qualtrics

Timeline

The timeline below illustrates the deactivation process for an individual who is no longer eligible for Office 365, G Suite, Box, or Qualtrics.

NOTE: The deactivation process timeline ONLY applies to the services listed above.

UNIVERSITY AFFILIATION STATUS WHEN WHAT HAPPENS ACCESS TO
OFFICE 365
ACCESS TO
G SUITE
ACCESS TO
BOX
ACCESS TO
QUALTRICS
ACTIVE
University Affilation
Now No change Continues Continues Continues Continues
University Affiliation ENDS
Determined by HR/Registrar processes* No change Continues Continues Continues Continues
NO University Affiliation

- Shortly after affiliation ends

- Affiliation status is determined by HR/Registrar processes

- Account enters deactivation process

- Alert notifications will appear in three locations

- Access changes from the complete Office 365 suite to email/calendar only

- Data in other Office 365 applications is deleted

- Access to Microsoft Office desktop products ends within approximately 30 days

No change, access continues No change, access continues No change, access continues

- Occurs sometime after affiliation ends

- Affiliation status is determined by HR/Registrar processes

- Account selected for deactivation

- First email notification sent

Access to email/calendar only continues Continues Continues Continues
30 days after account is selected for deactivation Second email notification sent Access to email/calendar only continues Continues Continues Continues
60 days after account is selected for deactivation Third email notification sent Access to email/calendar only continues Continues Continues Continues
75 days after account is selected for deactivation Fourth, final, email notification sent Access to email/calendar only continues Continues Continues Continues
90 days after account is selected for deactivation Notifications end

- Account owner:
       - Lose access to all accounts
       - Email forwarded from Office 365 to third party service (e.g., Gmail) ends

- Individuals collaborating with account owner will:
       - Lose access to Box and G Suite
       - Continue access to shared Qualtrics surveys and data

270 days after account is selected for deactivation

- All data stored in affected services will be deleted

- Data will not be recoverable

Individuals collaborating with account owner will lose access to Qualtrics shared surveys and data

*Please contact your HR department or the Registrars Office if you any questions about your affiliation status.

See Also:




Keywords:uw madison deactivation netid ineligible affiliation deactivated deleted office 365 g suite google apps drive box email calendar university policy leaving alumni student withdraw graduate faculty staff emeriti emeritus retiree retired quit timeline time   Doc ID:79844
Owner:Christina G.Group:DoIT Help Desk
Created:2018-02-01 13:23 CSTUpdated:2018-02-08 16:34 CST
Sites:Box, DoIT Help Desk, DoIT Tech Store, Google Apps, Office 365
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