Help Desk (Departing Faculty/Staff) - Steps to Take Before Losing Access to Microsoft 365, Google, Zoom, Box, and Qualtrics

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

Affected IT Services

Microsoft 365
Google
Zoom
Box
Qualtrics

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

Why Am I Losing Access?

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.

How Affiliation Type Affects IT Service Access
University Affiliation Type	Reason for Affiliation Type	Access to OFFICE 365	Access to GOOGLE	Access to ZOOM	Access to BOX	Access to QUALTRICS
Departing Faculty/Staff	HR updated your employment status to indicate you no longer work for the University	Lose access to all affected IT services

When Will I Lose Access?

Leaving the University Documentation

For deactivation timelines based on your affiliation, please go to Leaving the University of Wisconsin-Madison - Access to IT Services.

Affected IT Services

Microsoft 365
Google Workspace
Zoom
Box
Qualtrics

Important Notes

Service-based deactivation will not impact the NetID Login Service.
If you plan to setup an auto-reply (out-of-office message) on your account, it must be configured prior to your deactivation date. When configuring this setting, set the expiration to extend past your deactivation date. Once your account is deleted, the auto-reply will no longer work.
The account deactivation timeline is subject to change as the University's license agreements with vendors are subject to change.

Timeline

The timeline below illustrates the deactivation process for an individual who is no longer eligible for Microsoft 365, Google Workspace, Zoom, Box, or Qualtrics. Please note, the content below is subject to change.

This table outlines access to services based on an individual's University affiliation status.
STATUS	WHEN	WHAT HAPPENS	ACCESS TO OFFICE 365	ACCESS TO GOOGLE WORKSPACE	ACCESS TO BOX	ACCESS TO QUALTRICS	ACCESS TO ZOOM
ACTIVE University Affiliation	Now	No change	Continues	Continues	Continues	Continues	Continues
University Affiliation CHANGES	Determined by HR/Registrar processes*	No change	Continues	Continues	Continues	Continues	Continues
Entering DEACTIVATION process	Shortly after affiliation changes Affiliation status is determined by HR/Registrar processes Former students have a 180-day grace period between graduation and deactivation for only Google Workspace and Microsoft 365 email and calendar (the grace period does not apply to Box, Zoom, Qualtrics, or any other Microsoft 365 feature).	Account enters deactivation process Alert notifications will appear in three locations	Continues	Continues	Continues	Continues	Continues
	Occurs sometime after affiliation changes Affiliation status is determined by HR/Registrar processes	Account selected for deactivation First email notification sent	Continues	Continues	Continues	Continues	User downgraded to Basic account type
	30 days after account is selected for deactivation	Second email notification sent	Continues	Continues	Continues	Continues	Basic account
	60 days after account is selected for deactivation	Third email notification sent	Continues	Continues	Continues	Continues	Basic account
	75 days after account is selected for deactivation	Fourth, final, email notification sent	Continues	Continues	Continues	Continues	Basic account
	90 days after account is selected for deactivation	Notifications end	Former employee: Lose access to Microsoft 365, Google Workspace, Box, Qualtrics, and Zoom Google Workspace: Account and file recovery is not available. Received a deactivation email notification for each service that is deactivated Email forwarded from Microsoft 365 to third party service (e.g., Gmail) ends Email sent to the deactivated account will bounce unless an out of office message was set, which will be sent instead of an error message If an OOO is being set on the account, it is highly recommended to set the expiration date to 365 days after the intended date of deactivation. If the OOO expires before the deletion of the account, the account will not send a bounceback or error notification to senders. Former Student : Lose access to Box, Qualtrics, Zoom, and Google Workspace** Google Workspace: Account and file recovery is not available. Received a deactivation email notification for each service that is deactivated Email forwarded from Microsoft 365 to third party service (e.g., Gmail) ends Email sent to the deactivated account will bounce unless an out of office message was set, which will be sent instead of an error message. If an OOO is being set on the account, it is highly recommended to set the expiration date to 365 days after the intended date of deactivation. If the OOO expires before the deletion of the account, the account will not send a bounceback or error notification to senders. Microsoft 365 details: Former student eligibility policy and deactivation timeline for M365 Services Collaborators: Lose access to shared Box data Did not receive deactivation notifications Continue access to shared Qualtrics surveys and data Emeriti and retirees with IT services: Continue access to Microsoft 365 email, calendar, people/contacts and tasks (Exchange Online only), Google Workspace, Box, and Qualtrics Did not receive deactivation notifications Lose access to Zoom
	270 days after account is selected for deactivation	All data stored in affected services will be deleted Data will not be recoverable Account cannot be re-activated	Former employee: Microsoft 365, Google Workspace, Box, Qualtrics, and Zoom accounts are deleted and all associated data (including emails) cannot be restored/recovered. Former Student : Microsoft 365, Google Workspace, Box, Qualtrics, and Zoom accounts are deleted and all associated data (including emails) cannot be restored/recovered. Collaborators: Lose access to shared Qualtrics surveys and data Lose access to shared Google Workspace data Emeriti and retirees with IT services**: Continue access to Microsoft 365 email, calendar, people/contacts and tasks (Exchange Online only), Google Workspace, Box, and Qualtrics Zoom accounts are deleted and all associated data cannot be restored/recovered.

* Please contact your HR department or the Registrars Office if you any questions about your affiliation status.
** Former student: Alumni, withdrawn, or no longer continuing with the university.

Learn@UW-Madison Tools

Please see this document for Learn@UW-Madison Service Eligibility: Learn@UW Madison - Deactivation Timeline for Learn@UW Tools [UW-Madison].

What Should I Do Next?

You are encouraged to classify data that you created into two categories:
1. Personal data: You can keep this data and will need to back up 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.
Once you organize your data, your next step will be to either back up or transfer ownership of that data:

Next Steps According to Data Types
	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
Google	UW-Madison Google Workspace - Preserve your data		[Link for document 74572 is unavailable at this time] UW-Madison Google Workspace - Preserve organizational 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