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
- Zoom
- Box
- Qualtrics
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 to OFFICE 365 |
Access to |
Access to ZOOM |
Access to BOX |
Access to QUALTRICS |
| 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:
-
Personal data: You can keep this data and will need to backup files before losing access to your account.
-
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 |
| UW-Madison Google Workspace - Preserve your 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:
- Privileges for UW-Madison Retirees and Emeriti
- UW-Madison Retirement Association - Guide to Emeritus Status