Help Desk (Departing Faculty/Staff) - Steps to take before losing access to Microsoft 365, Google, Zoom, Box, and Qualtrics

Effective January 2018, individuals who leave the University may begin a deactivation process that may change their access to the following services:

Affected IT Services
  • Microsoft 365
  • Google
  • Zoom
  • Box
  • Qualtrics
Note: Service-based deactivation will not impact the NetID Login Service.

Why am I losing access?

Your affiliation type determines how your access to affected IT services will change when you leave the University. Please see the chart below to learn more.

University Affiliation Type Reason for Affiliation Type Access
Access to
Access to
Departing Faculty/Staff HR updated your employment status to indicate you no longer work for the University Lose access to all affected IT services

When will I lose access?

View the service-based deactivation timeline to see when your access will change.

What should I do next?

Step 1: You are encouraged to classify data that you created into two categories:

  1. Personal data: You can keep this data and will need to backup files before losing access to your account.

  2. University data: You will need to transfer ownership of this data to designated faculty/staff or to another University account.

Step 2: Once you organize your data, your next step will be to either backup or transfer ownership of that data:

Backup personal data Transfer ownership of University data
Microsoft 365 Microsoft 365 - Email Backup Strategies Microsoft 365 - Backup OneDrive for Business data Microsoft 365 - Preserving organizational data due to a position change or retirement
Google UW-Madison Google Workspace - Preserve your data

[Link for document 74572 is unavailable at this time]

UW-Madison Google Workspace - Preserve organizational data

Zoom If applicable, download cloud recordings and/or export past meeting information. If applicable, share cloud recordings and/or past meeting information with current UW-Madison colleagues.
Box UW-Madison Box - Preserve Your Data Box - Transferring Folder Ownership
Qualtrics UW-Madison Qualtrics - Preserving your data UW-Madison Qualtrics - Transfer ownership of your survey

For retirees and emeriti:

Keywordsuw 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 ltu resources qualtrics departing pcs productivity and collaborative solutions doit zoom former employeeDoc ID79984
OwnerHelp Desk KB TeamGroupDoIT Help Desk
Created2018-02-08 11:41:10Updated2023-10-03 13:27:46
SitesBox, DoIT Help Desk, Google Apps, Microsoft 365
Feedback  5   3