Leaving the University - Access to IT Services (Faculty/Staff Gaining Emeritus/Emerita Status)
These services are often related, can be complicated due to their collaborative nature, and managed by teams who work closely together.
For information on other services and their eligibility status, please search the Help Desk KB.
This document assists in determining what resources a retiring faculty member gaining Emeritus/Emerita status needs in order to backup or transfer the data they have stored in DoIT-provided services (Microsoft 365, Google Workspace, Box, Qualtrics, and Zoom Workplace).
Access to IT services after leaving UW-Madison
Service |
Change |
When Access Is Lost |
Microsoft 365: Email & Calendar |
Continue Access |
N/A |
|---|---|---|
|
Microsoft 365: All Other Services |
Lose Access |
3 Months |
Google Workspace |
Continue Access |
N/A |
Box |
Continue Access |
N/A |
Qualtrics |
Continue Access |
N/A |
|
Zoom Workplace |
Lose Access |
3 Months |
Notice!
It is your responsibility to review all data you may have stored and determine what needs to be backed up or transferred.
Once your account and data have been deleted, they are gone forever.
This information and timeline are subject to change.
Detailed timeline for affected services
Important Definitions:
- Day 0: When the Office of Human Resources changes your affiliation.
- Note: Deceased users go through the same deactivation process as someone who leaves the university with no further affiliation.
- No Change: Full access remains for service
Process may be delayed, but never shorter than this timeline.
You will receive email notifications when specific deactivation dates have been set on your account: Leaving the University - Deactivation Notifications for Microsoft 365, Google, Zoom, Box, and Qualtrics.
Microsoft 365
Email & Calendar access |
All Other Services access |
|
Day 0 |
No change |
No change |
Day 90 |
No change |
Lose access |
Backup data or transfer data before losing access
Google Workspace
Google Workspace |
|
Day 30 |
No change |
Day 90 |
No change |
Backup data or transfer data before losing access
Box
Box |
|
Day 0 |
No change |
Day 90 (~ 3 Months) |
No change |
Backup data or transfer data before losing access
Qualtrics
Qualtrics |
|
Day 0 |
No change |
Day 90 (~ 3 months) |
No change |
Backup data or transfer data before losing access
Zoom Workplace
Zoom Workplace |
|
Day 0 |
Downgraded to Basic account type + Deactivation Notification |
Day 90 (~ 3 months) |
Lose Access |
Backup data or transfer data before losing access
Frequently Asked Questions
I applied for Emeritus/Emerita Status but I am still receiving service-based deactivation emails
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.
What if my status has not been changed to Emeritus/Emerita yet?
If your HR department does not update their records to indicate you have emeritus status, you will lose access to the services listed above. And you can refer to Leaving the University - Access to IT Services (Faculty/Staff Retiring Without IT Services), for how this will affect your service access.
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.
What services am I losing within M365?
Retained Access:
- Calendar
- Contacts
- Tasks
- Outlook Web App
These services will only be licensed through the web clients. If customers want to purchase their own personal Microsoft 365 license, they will be able to access these things through the desktop client.
Lost Access:
- All other Microsoft 365 services
- UW desktop licenses
I have an eligibility or deactivation question about a service not listed here. Where can I find information?
How does this affect access to Help Desk Support?
You will continue to be eligible for full Help Desk support for:
- UW-Madison services you may continue to use
- Personal computing help
Additional Help
Service Access Questions
If you have any questions or concerns about your access to Microsoft 365, G Suite, Box, or Qualtrics, please contact the DoIT Help Desk.
Eligibility and Affiliation Questions
Direct any questions regarding your status as determined by the University to your local IT and local HR.
See Also
- Leaving the University - Deactivation Notifications for Microsoft 365, Google, Zoom, Box, and Qualtrics
- Leaving the University - What should I do with my data?
- Leaving the University of Wisconsin-Madison - Access to IT Services
- Leaving the University - Access to IT Services (Students)
- Learn@UW Madison - Deactivation Timeline for Learn@UW Tools [UW-Madison]