Microsoft 365 - Reduced access to services due to an affiliation change

If/when your affiliation/eligibility with UW-Madison changes, you will begin to receive a series of “reduced access” email notifications that will let you know that your access to Microsoft 365 services will be reduced.

Please note, this document is not intended to do the following:

Recommend an affiliation type a user needs to gain access to a service they would not be eligible for.
Determine why a user is losing access to certain services.
Advise HR departments or the Registrar's office on how to change a user’s affiliation type.

This document does not apply to individuals who leave and have no affiliation with the university (e.g., faculty/staff no longer employed by UW-Madison or students). These individuals will receive deactivation notifications.

Backing up your data

Reduced access email notifications

The reduced access email notifications will include the following information:

awareness of upcoming access change to Microsoft 365 services
current affiliation group
new affiliation group
date when the change will go into effect

The following are some examples of scenarios when affiliation changes will trigger the series of reduced access email notifications:

faculty retires and receives continued access to campus IT services
faculty receives emeritus status
former student

Example of reduced access email notification

From: Productivity and Collaborative Solutions <pcs@mailplus.wisc.edu>
Sent: May 27, 2020 12:42 PM
To: Bucky Badger <bbadger@wisc.edu>
Subject: Your access to UW-Madison Office 365 services is changing soon

Hello Bucky,

Your access to UW-Madison Microsoft 365 services will change on August 24, 2020.

On August 24, 2020, the UW-Madison Office 365 license for your NetID "bbadger" will change from group A to Group D. Learn more about this group change here: https://kb.wisc.edu/62576. You will continue to have your current level of access to UW-Madison Office 365 services until this date.

Before August 24, 2020:
- Review the services that change for your account
- Backup or transfer ownership of data

If you have any questions, please contact the DoIT Help Desk at https://it.wisc.edu/help.

Thank you,

UW-Madison Office 365 Team
Productivity and Collaborative Solutions (PCS)
Division of Information Technology (DoIT)
University of Wisconsin-Madison

Affiliation groups and access to Microsoft 365 services

Eligibility for M365 Accounts and Applications is determined by a combination of factors including vendor contract agreements and campus funding decisions.

University Affiliation is determined by your faculty/staff appointment type and/or current student status. If you have questions regarding your current affiliation with UW-Madison, please contact the Office of Human Resources or your departmental HR office.

ELIGIBILITY GROUP DEFINITIONS (subject to change):

Groups A and B:

Current UW-Madison Faculty/Staff with PAID Appointments
Currently Enrolled UW-Madison Students
Student Employees

Groups C:

Contractors/Consultants
Emeritus Professors (designated as Emeritus with IT Services by HR)
Faculty/Staff with Zero-dollar Appointments (specifically designated by HR)

Groups D and E:

Former Student
Retirees
Emeritus Professors
Zero-dollar Appointments

Important: If you are changing from A/B to C/D/E, your mailbox quota size will be reduced from 100GB to 50GB - please make sure your current mailbox quota is below 50GB before the license change occurs. If your mailbox quota is over your allotted size, you will not be able send or receive emails.

	M365 Eligibility Groups
	A	B	C	D	E
M365 Services/Applications
Exchange Online Only*			X	X	X
Exchange Online	X	X
Personal Bookings	X	X
Forms	X	X	X
Office Pro Plus** (M365 Desktop Applications)	X	X
M365 Web Apps	X	X	X
OneDrive for Business	X	X	X
PowerApps	X	X	X
SharePoint Online	X	X	X
Teams	X	X	X
To-Do	X	X	X

* Exchange Online provides access to email, calendar, people, contacts, and tasks via the Web Client (link)

**Office Pro Plus includes desktop versions of Access, Excel, OneNote, Outlook, PowerPoint, and Publisher

Microsoft 365 - Reduced access to services due to an affiliation change

Microsoft 365 - Reduced access to services due to an affiliation change

Reduced access email notifications

Example of reduced access email notification

Affiliation groups and access to Microsoft 365 services

Eligibility for M365 Accounts and Applications is determined by a combination of factors including vendor contract agreements and campus funding decisions.

ELIGIBILITY GROUP DEFINITIONS (subject to change):

See Also