Topics Map > Administrators
Topics Map > Frequently Asked Questions > Basics
Topics Map > Frequently Asked Questions > Features
Topics Map > Frequently Asked Questions > Costs and Licensing

Microsoft 365 - What should I expect when I am no longer a Faculty, Staff, or Student?

Once your affiliation/eligibility changes with the university, you may receive an email from the specific service team notifying you of the changes and what your next steps are. Depending on your affiliation/eligibility, at a minimum, you will have 90 days before the changes are processed.

Faculty/Staff/Retirees without IT Services/Other Employee Types (no continuing university affiliation)

If you are a faculty or staff member leaving the university with no remaining affiliation, you will lose access to your Microsoft 365 email account based on our deactivation cycle. You will be notified via your UW Madison Microsoft 365 email account when that is about to occur. If you have any questions about your status with the university, please contact your HR department.

Important: Be sure you have backed up any data you have in these applications (e.g., OneDrive for Business) prior to this date. You should also set an auto-response (Out of Office) on your UW Madison email account to begin notifying contacts of your updated contact information.

Note: There may be a time where an individual is both an former student and Faculty/Staff member. During this period, the individual will always receive the licenses that grants them more service access - in this case, they would be able to access all the apps/services under the "Faculty/Staff/Student" column.

Faculty/Staff (continuing with retiree with IT services/emeritus status)

If you are a faculty or staff member who is leaving the university and retaining an official appointment as a Retiree (with IT services) or Emeritus staff, you will retain access to your Microsoft 365 email and calendar account only. If you have any questions about your official Retiree or Emeritus status, please contact your department HR office or OHR.

On the day your appointment with UW Madison changes (per your HR office), your license will change to an Emeriti license (email/calendar only) and you will lose access to the applications that are only available through a Faculty/Staff/Student license. Please be sure you have backed up any data you have in these applications (e.g., OneDrive for Business) prior to this date.

Privileges for UW-Madison Retirees and Emeriti Brochure

Note: There may be a time when an individual is both an former student and Faculty/Staff member. During this period, the individual will always receive the licenses that grant them more service access - in this case, they would be able to access all the apps/services under the "Faculty/Staff/Student" column.

Important for HR Departments:

  • Retirees - University IT privileges are not automatically granted to retirees. HR departments must request access for retirees via retiredID@ohr.wisc.edu (if not done on certificate). Include the employee’s full name, empl ID and retirement date. Please see the Leaving the University of Wisconsin-Madison checklist for more information.
  • Emeritus - When a staff member is granted emeritus status, they will now automatically be eligible for IT services. If you have any questions about the Emeritus staff process, please contact OHR.

Former Students 

IMPORTANT: Due to the changing landscape of cloud application licensing and security, UW–‍Madison will no longer offer these services to students following their departure from the university. You will lose access to your netid@wisc.edu email account and all other Microsoft 365 services associated with your @wisc.edu account. See former student eligibility policy and deactivation timeline for specific details.

When your affiliation/eligibility changes with the university, you will be notified via email of the upcoming changes to your @wisc.edu account and what actions you need to take. Review following articles for possible upcoming changes:

Microsoft 365 - Reduced access to services due to an affiliation change
Help Desk - Deactivation Notifications for Microsoft 365, Google, Zoom, Box, and Qualtrics
Help Desk - Deactivation Timeline for Microsoft 365, Google Workspace, Zoom, Box, Qualtrics


Keywordsmicrosoft office365 o365 m365 microsoft 365 email, calendar, onedrive, onenote, former, employee, class, sway, faculty, staff, students, alumni, emeriti, special authorization, spec auth, poi, person of interest, licensing, licenses, outlook on the web, owa, onedrive for business, windows macintosh graduating, graduated, former, retired, emeritus, eligibility, apps, access subscription has expired grace period leaving leave university retire withdrawn dropped out deactivate account deactivated eligible ineligible affiliationDoc ID70586
OwnerO365 S.GroupMicrosoft 365
Created2017-02-10 07:55:21Updated2024-11-11 07:54:06
SitesCybersecurity Operations Center, DoIT Help Desk, Microsoft 365
Feedback  13   54