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 Affiliation
Now No change

- Continues

- Email backup process should begin before affilitation status changes

Continues Continues Continues
University Affiliation ENDS
Determined by HR/Registrar processes* No change

- Access to Office 365 is reduced to email/calendar/contacts/tasks only

- Access to Microsoft Office desktop products ends approximately 25 days after affiliation status changes

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)

- Reduced access continues

- If not already started, email backup process should begin immediately

Continues Continues Continues

- Occurs sometime after affiliation changes

- Affiliation status is determined by HR/Registrar processes

- Account selected for deactivation

- First email notification sent

Reduced access continues Continues Continues Continues
30 days after account is selected for deactivation Second email notification sent Reduced access continues Continues Continues Continues
60 days after account is selected for deactivation Third email notification sent Reduced access continues Continues Continues Continues
75 days after account is selected for deactivation Fourth, final, email notification sent Reduced access continues Continues Continues Continues
90 days after account is selected for deactivation Notifications end

- Account owner:
       - Lose access to all accounts
       - Email forwarded from Office 365 to third party service (e.g., Gmail) ends

- Individuals collaborating with account owner will:
       - Lose access to Box and G Suite
       - Continue access to shared Qualtrics surveys and data

270 days after account is selected for deactivation

- All data stored in affected services will be deleted

- Data will not be recoverable

Individuals collaborating with account owner will lose access to Qualtrics shared surveys and data

*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 departing pcs productivity and collaborative solutions doit accounts account termination of employment termination of services access to email access to box   Doc ID:79844
Owner:Christina G.Group:DoIT Help Desk
Created:2018-02-01 14:23 CDTUpdated:2018-09-20 20:42 CDT
Sites:Box, Center for the First-Year Experience, DoIT Help Desk, DoIT Tech Store, Google Apps, Office 365
Feedback:  3   0