Help Desk - Deactivation Timeline for Office 365, G Suite, Box, and Qualtrics

Effective January 2018, individuals whose University affiliation has changed may begin a deactivation process for the following services:

Affected IT Services
  • Office 365
  • G Suite
  • Box
  • Qualtrics

Note: Service-based deactivation will not impact the NetID Login Service.


Timeline

The timeline below illustrates the deactivation process for an individual who is no longer eligible for Office 365, G Suite, Box, or Qualtrics.

NOTE: The deactivation process timeline ONLY applies to the services listed above.

STATUS WHEN WHAT HAPPENS ACCESS TO
OFFICE 365
ACCESS TO
G SUITE
ACCESS TO
BOX
ACCESS TO
QUALTRICS
ACTIVE
University Affilation
Now No change Continues Continues Continues Continues
University Affiliation CHANGES
Determined by HR/Registrar processes* No change Continues Continues Continues Continues
Entering DEACTIVATION process

- Shortly after affiliation changes

- Affiliation status is determined by HR/Registrar processes

- Account enters deactivation process

- Alert notifications will appear in three locations

- Account is hidden from the Global Address List (GAL)

- Access to Office 365 is reduced immediately from all web applications to only email/calendar 

- Lose access to OneDrive data immediately

- Access to Microsoft Office desktop products ends approximately 30 days after account enters deactivation process

Continues Continues Continues

- Occurs sometime after affiliation changes

- Affiliation status is determined by HR/Registrar processes

- Account selected for deactivation

- First email notification sent

Access to email/calendar only continues Continues Continues Continues
30 days after account is selected for deactivation Second email notification sent

- Access to email/calendar only continues

- OneDrive data is purged and not recoverable

Continues Continues Continues
60 days after account is selected for deactivation Third email notification sent Access to email/calendar only continues Continues Continues Continues
75 days after account is selected for deactivation Fourth, final, email notification sent Access to email/calendar only continues Continues Continues Continues
90 days after account is selected for deactivation Notifications end

- Former employee:
       -Lose access to Office 365, G Suite, Box, and Qualtrics
       - Received a deactivation email notification for each service that is deactivated
       - Email forwarded from Office 365 to third party service (e.g., Gmail) ends
       - Email sent to the deactivated account will bounce unless an out of office message was set, which will be sent instead of an error message

- Alumni:
       - Lose access to Box and Qualtrics
       - Received a deactivation email notification for each service that is deactivated
       - Continue access to Office 365 email, calendar, people/contacts and tasks and G Suite

- Collaborators:
       - Lose access to shared Box and G Suite data
       - Did not receive deactivation notifications
       - Continue access to shared Qualtrics surveys and data

- Emeriti and retirees with IT services:
       - Continue access to Office 365 email, calendar, people/contacts and tasks, G Suite, Box, and Qualtrics
       - Did not receive deactivation notifications

270 days after account is selected for deactivation

- All data stored in affected services will be deleted

- Data will not be recoverable

- Collaborators:
       - Lose access to shared Qualtrics surveys and data

- Alumni
       - Continue access to Office 365 email, calendar, people/contacts and tasks and G Suite

- Emeriti and retirees with IT services:
       - Continue access to Office 365 email, calendar, people/contacts and tasks, G Suite, Box, and Qualtrics

*Please contact your HR department or the Registrars Office if you any questions about your affiliation status.

See Also:




Keywords:uw 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 email address account   Doc ID:79844
Owner:Christina G.Group:DoIT Help Desk
Created:2018-02-01 14:23 CDTUpdated:2019-09-16 14:15 CDT
Sites:Box, Center for the First-Year Experience, Cybersecurity Operations Center, DoIT Help Desk, DoIT Tech Store, Google Apps, Office 365
Feedback:  9   0