Help Desk (Emeriti) - Steps to take before your access to Office 365, G Suite, Box, and Qualtrics changes

Effective January 2018, individuals who leave the University will begin a deactivation process that may change their access to the following services:

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


Why is my access changing?

Your affiliation with the University determines your access to the IT services listed above. Please see the table below to learn more.

University
Affiliation Type
Reason for
Affiliation Type
Access to
OFFICE 365
Access to
G SUITE
Access to
BOX
Access to
QUALTRICS
Emeriti HR updated your status from former employee to emeritus Reduced to email, calendar, contacts, and tasks only
- Lose access to web and desktop apps
Continues Continues Continues

Note:

  1. If your HR department does not update their records to indicate you have emeritus status, you will lose access to the services listed above.

  2. If you applied for emeritus status, waiting for your affiliation to change, and still receive service-based deactivation notifications, please contact your former HR department or the Office of Human Resources for further assistance.

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:
  1. Personal data: You can keep this data and will need to backup files before losing access to your account.

  2. 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
Office 365

- Email and Calendar: No further action is required because you will continue to have access to these services.

- Web and Desktop Apps: Office 365 - Backup OneDrive for Business data

Office 365 - Preserving organizational data due to a position change or retirement
G Suite UW-Madison G Suite - Backup your data (Optional) - No further action is required because you will continue to have access to this service.

UW-Madison G Suite - Transfer folders and files from My Drive to Team Drives

UW-Madison G Suite - Transfer G Suite data to another UW-Madison G Suite account

Box UW-Madison Box - Backup your data (Optional) - No further action is required because you will continue to have access to this service. Box - Transferring Folder Ownership
Qualtrics Qualtrics Survey Hosting - Backup your data (Optional) - No further action is required because you will continue to have access to this service. Qualtrics Survey Hosting - Transfer ownership of your survey

Important Note: Once your appointment or student status changes, you will lose access to OneDrive and your license for Outlook desktop client will expire approximately 25 days after the change.

See Also:




Keywords:uw madison office 365 g suite box qualtrics alumni emeritus emeriti reduced limited eligible active microsoft google apps affiliation IT services email drive onenote calendar change former student resources doit help desk ltu resources departing pcs productivity and collaborative solutions doit   Doc ID:80907
Owner:Christina G.Group:DoIT Help Desk
Created:2018-03-14 16:34 CDTUpdated:2018-07-12 16:26 CDT
Sites:Box, DoIT Help Desk, DoIT Tech Store, Google Apps, Office 365
Feedback:  1   0