Topics Map > Frequently Asked Questions > Costs and Licensing

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

Depending upon your continuing affiliation with the university, you may lose access to Office 365. Please continue reading for more information.

Faculty/Staff/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 Office 365 email account at our next deactivation cycle. You will be notified via your UW Madison email account when that is about to occur. If you have any questions about your status with the university, please contact your HR department.

On the day your appointment with UW Madison terminates (per your HR office), your license will change to an Alumni/Emeriti license. 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) prior to this date. You should also set an auto-response on your UW Madison email account to begin notifying contacts of your new contact information.

Faculty/Staff (continuing with retiree/emeritus status)

If you are a faculty or staff member who is leaving the university and retaining an official appointment as a Retiree or Emeritus staff, you will retain access to your Office 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 Alumni/Emeriti license 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) prior to this date.

Privileges for UW-Madison Retirees and Emeriti Brochure

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 Department/Division Retirement 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.

Graduating Students

Graduating students retain access to Office 365 email and calendaring only.

On the day your status with UW Madison changes (status changes occur when your student status is modified by Registrar's Office), your license will change to an Alumni/Emeriti license 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) prior to this date.

If you have any questions regarding your student status with the university, please contact the Registrar's office, Graduate School Office, or other office that identified you as a student.

Students who withdraw/drop out

If you are a student who has withdrawn or dropped out of the university, you will lose access to your Office 365 email account at our next deactivation cycle. You will be notified via your UW-Madison email account when that is about to occur.

See Also:




Keywords:microsoft office365 o365 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   Doc ID:70586
Owner:Ara M.Group:Office 365
Created:2017-02-10 07:55 CSTUpdated:2017-12-07 15:35 CST
Sites:DoIT Help Desk, DoIT Tech Store, Office 365
Feedback:  0   0