Effective January 2018, individuals who leave the University may begin a deactivation process that may change their access to the following services:
Affected IT ServicesNote: Service-based deactivation will not impact the NetID Login Service.
The following checklist is available for Human Resources, managers, IT support, collaborators, and other roles to use with individuals leaving the University.
Leaving the University Checklist (pdf)
Below are recommended steps to take before an individual leaves UW-Madison.
Ask the individual if they used one or more of the affected IT services during their appointment at UW-Madison.
Reflect on what affected IT service(s) you used to collaborate with the departing individual.
Contact the DoIT Help Desk.
Can you contact the individual directly?
If you are still in communication with the individual, you are encouraged to contact them to gain access to data stored in their UW-Madison account(s) for affected IT service(s).
If you cannot get in touch with the individual and need access to their UW-Madison account(s) for affected IT service(s), you are encouraged to contact the DoIT Help Desk and request to have your case escalated to the UW-Madison Office 365 team.
Note: Office 365 OneDrive data is only recoverable for up to 30 days from the date their affiliation status changes. After 30 days, OneDrive data cannot be recovered.
If an individual returns to the UW-Madison and has questions about account or data recovery, they are encouraged to submit a ticket to the DoIT Help Desk. Their case will be vetted for recovery options, if possible.
Note: Account or data recovery is not guaranteed.
You are encouraged to use a shared repository (e.g., Office 365 Groups, G Suite Team Drives, Box Project Directories) to ensure continued access and appropriate permissions are set to access University data.
If you are a Human Resources representative or manager offboarding a retiring individual, please keep the following in mind:
Retirees
Emeriti
The timeframe when you, as a collaborator, will lose access to the departing individual's files will depend on the service:
Office 365: Lose access 30 days after their status changes to indicate they are no longer with the University.
G Suite: Lose access 270 days into the deactivation cycle.
Box: Lose access 90 days into the deactivation cycle. Co-owners will lose access too.
Qualtrics: Lose access 270 days into the deactivation cycle.
If you lose access to files, please contact the DoIT Help Desk.
Reminder: As a preventative measure, you are encouraged to follow the steps provided in the table above before the individual leaves to ensure continued access to shared files.
Note: Account or data recovery is not guaranteed.
1. Use shared repositories to store UW-Madison data (e.g., Office 365 Groups, G Suite Shared drives, Box Project Directories)
Reduce risk of losing access to shared files.
Prevent unauthorized individuals from accessing University data.
2. Remove departing individual(s) from your Office 365 Group(s)
Individuals who retain access to Office 365 email and calendar after they leave the University (e.g., Former Students, Emeriti, Retirees with IT services) will continue to have access to Office 365 Groups.
Office 365 Groups will allow these individduals to continue to have access to Office 365 Group's OneDrive data.
If you do not want them to continue to have access to your Office 365 Group's OneDrive data, you are encouraged to remove them from your group.
3. Inform departing individuals to:
Transition ownership of files to a shared repository or to another individual.
Set an out of office message.
Avoid forwarding their UW-Madison Office 365 email to a third-party email service provider (e.g., Gmail, AOL, Yahoo, Hotmail). Forwarding email may result in failed delivery and/or quarantined messages. Learn more.