Leaving the University - Access to IT Services (Faculty/Staff Gaining Emeritus/Emerita Status)
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.
This document assists in determining what resources a retiring faculty member gaining Emeritus/Emerita status needs in order to backup or transfer the data they have stored in DoIT-provided services (Microsoft 365, Google Workspace, Box, Qualtrics, and Zoom Workplace).
Access to IT services after leaving UW-Madison
Service |
Change |
When Access Is Lost |
Microsoft 365 Email & Calendar |
Continue Access |
N/A |
|---|---|---|
|
Microsoft 365 |
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 |
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: This is the day the Office of Human Resources changes your affiliation in the system.
- Note: The accounts of deceased users undergo the same deactivation process as users who leave the university with no further affiliation.
- No Change: Full access remains for service
While the process can potentially be delayed, it will never be 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
Email & Calendar access |
All Other Services access |
|
Day 0 |
No change |
No change |
Day 90 |
No change |
Lose access |
Backup data or transfer data before losing access
Google Workspace
Google Workspace |
|
Day 30 |
No change |
Day 90 |
No change |
Backup data or transfer data before losing access
Box
Box |
|
Day 0 |
No change |
Day 90 (~ 3 Months) |
No change |
Backup data or transfer data before losing access
Qualtrics
Qualtrics |
|
Day 0 |
No change |
Day 90 (~ 3 months) |
No change |
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
Frequently Asked Questions
Why am I still receiving service-based deactivation emails even though I applied for emerita/emeritus (emerita/us) status?
- If you applied for emerita/us status and are waiting for your affiliation to change, but you are still receiving service-based deactivation notifications, please contact your former HR department or the Office of Human Resources for further assistance.
What happens if my status has not yet been officially changed to emerita/us?
- If your HR department does not update their records to indicate that you have emerita/us status, you will lose access to the services listed above. Retirees are not automatically granted continued access to campus IT services and will need to apply to retain access. Contact your HR department for further information; to learn more about how this will affect your service access, see the following article: Leaving the University - Access to IT Services (Faculty/Staff Retiring Without IT Services).
What services will I retain and/or lose within Microsoft 365 (M365)?
- You will retain access to the following M365 services: email, calendar, contacts, tasks, and the Outlook web app. These services will only be licensed through the web clients; if customers wish to purchase their own personal Microsoft 365 license, they will be able to access these things through the desktop client.
- You will lose access to the following M365 services: UW desktop licenses and all other M365 services.
If I have an eligibility or deactivation question about a service that isn't listed here, where can I find information?
- For broader questions, refer to the following article: Help Desk - Overview of DoIT Service Eligibility and Deactivations. For questions regarding Canvas and other Learn@UW products, see the following: Learn@UW Madison - Deactivation Timeline for Learn@UW Tools [UW-Madison].
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 as well as 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 to your local IT and local HR.
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 - Access to IT Services (Students)
- Learn@UW Madison - Deactivation Timeline for Learn@UW Tools [UW-Madison]