Help Desk (Retiree with IT Services) - Steps to take before your access to Microsoft 365, Google, Zoom, 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
  • Microsoft 365
  • G Suite
  • Zoom
  • Box
  • Qualtrics

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

Why is my access changing?

Your affiliation type determines how your access to affected IT services will change when you leave the University. Please see the chart below to learn more.

Affiliation Type
Reason for
Affiliation Type
Access to
Access to
Access to
Access to
Access to
Retiree with IT services* HR updated your status from former employee to retiree with IT services Reduced to email, calendar, contacts, and tasks only
- Lose access to all other web and desktop apps
Continues Lose access Continues Continues

*Retirees are not automatically granted continued access to campus IT services and will need to apply to retain access. Contact your HR department to learn more.

Note: If your HR department does not update their records to indicate you have either emeritus status or retiree with IT services status, you will lose access to the affected services listed above.

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
Microsoft 365

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

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

Microsoft 365 - Preserving organizational data due to a position change or retirement
Google UW-Madison G Suite - Backing up 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

Zoom If applicable, download cloud recordings and/or export past meeting information. If applicable, share cloud recordings and/or past meeting information with current UW-Madison colleagues.
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 changes, your access to OneDrive and your license for the Outlook desktop client will expire 90 days after the change.

See Also:

Keywordsuw madison office 365 g suite box qualtrics zoom 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 retiree with IT services   Doc ID80912
OwnerHelp Desk KB TeamGroupDoIT Help Desk
Created2018-03-14 18:05:40Updated2023-10-03 12:43:21
SitesBox, DoIT Help Desk, Google Apps, Microsoft 365
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