Help Desk (Emeriti) - 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
- Zoom
- Box
- Qualtrics
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 table below to learn more.
| University Affiliation Type |
Reason for Affiliation Type |
Access to OFFICE 365 |
Access to |
Access to ZOOM | 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 |
Retain access |
Lose access | Retain access | Retain access |
Notes:
-
If your HR department does not update their records to indicate you have emeritus status, you will lose access to the services listed above.
- 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?
- You are encouraged to classify data that you have created into two categories:
- Personal data: You can keep this data and will need to back up files before losing access to your account.
- University data: You will need to transfer ownership of this data to designated faculty/staff or to another University account.
- Once you organize your data, your next step will be to either back up or transfer ownership of that data:
| Back Up Personal Data | Transfer Ownership of University Data | ||
|---|---|---|---|
| Microsoft 365 | Microsoft 365 - Email Backup Strategies | Microsoft 365 - Backup OneDrive for Business data | Microsoft 365 - Preserving organizational data due to a position change or retirement |
| UW-Madison Google Workspace - Preserve your data | |||
| 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 - Preserve Your Data | Box - Transferring Folder Ownership | |
| Qualtrics | UW-Madison Qualtrics - Preserving your data | UW-Madison Qualtrics - Transfer ownership of your survey | |
For Retirees and Emeriti
See Also
- Help Desk - Resources for Microsoft 365, Google, Zoom, Box, and Qualtrics Account Changes or Deactivations
- Leaving the University - Deactivation Notifications for Microsoft 365, Google, Zoom, Box, and Qualtrics
- Help Desk (Retiree with IT Services) - Steps to take before your access to Microsoft 365, Google, Zoom, Box, and Qualtrics changes