You can find a user's deactivation day by going to Wisc Account Admin --> Search for NetID --> Account Administration drop down --> Service Status --> Service Deactivation header.

 

This table shows actions to take based on who is requesting access to account data AND how many days into deactivation the account is when the request is made.

Days into Deactivation	Requesting Access/Data: User	Requesting Access/Data: HR	Requesting Access/Data: Collaborator
Day 1-90	The user can access and export their account data, refer the user to data backup resources: Help Desk - Resources for Microsoft 365, Google, Zoom, Box, and Qualtrics Account Changes or Deactivations. The user can request an exemption from the deactivation process (temporary or indefinite) if they are collaborating with a department and they obtain approval. Escalate exemption requests to M365: Help Desk - Requests for Microsoft 365 and Google Workspace account deactivation extension (Former Students).	If requests come in from HR to recover SharePoint/OneDrive/Exchange data from an account, please escalate the case to the Office of Cybersecurity (WiscIT queue: Security-BADGIRT/CSOC). If approved, a data extract/export will be performed.	Refer them to contact the account owner to request access to the data. If the account owner is not reachable, escalate the case to Cybersecurity.
Day 90-121	(SharePoint/OneDrive data) If the customer is asking to recover SharePoint/OneDrive data, verify the customer's identity and escalate the case to Office of Cybersecurity (WiscIT queue: Security-BADGIRT/CSOC). If only access to the data is desired and they do not need to log into the account, verify the customer's identity and escalate the case to Cybersecurity (escalate case to Security-BADGIRT queue). If approved, a data extract/export will be performed.	(SharePoint/OneDrive data) Escalate to Cybersecurity. If approved, a data extract/export will be performed.	(SharePoint/OneDrive data) Escalate to Cybersecurity. If approved, a data extract/export will be performed.
Day 90-261	If affiliation change occurs between day 90 and 261, the customer will then need to reactivate NetID services for this change to be reflected within the above services. They will need to wait at least 24 hours before attempting to access their account (after activating NetID services).	N/A	N/A
Day 90-269	If the user is requesting to access/restore data: notify them that because their affiliation with the university has ended, we cannot reenable the account or restore any data. If the user needs further clarification/assistance with the case, escalate to the M365 team. If the user believes their affiliation should allow them access, please notify the user that they will need to contact HR/Registrar's Office to confirm affiliation or discuss affiliation options.	Escalate to Cybersecurity.	Escalate to Cybersecurity.
Day 270	After day 270, the account/mailbox/data will be deleted and cannot be restored.	After day 270, the account/mailbox/data will be deleted and cannot be restored.	After day 270, the account/mailbox/data will be deleted and cannot be restored.

For SharePoint/OneDrive license/data - Microsoft will purge all SharePoint/OneDrive data after this license has been removed from the account (in this case, around day 121). 

On day 91, the only Microsoft 365 license left on the account will be Exchange Online.

If the user unable to access their UW-Madison Zoom account AND is in the following three account states, activating missing services will activate their UW-Madison Zoom account immediately.

1. Wisc Account Admin (Account Administration > Service Status page)

   • Service: Zoom
   • Active: No
   • Eligible: Yes

2. Wisc Account Admin (Account Administration > Service Status page)

   • User is currently between day 90 and 270 of deactivation

3. Wisc Account Admin (Zoom > Status page)

   • Status: Inactive
   • Type: Basic

If the user is receiving an SSO error and does not meet the above criteria, the case should be escalated to the PCS Zoom Support Team.

PCS Support Staff: Please ask Christina or Dave to send this user an invitation.

Regarding deactivation of Cisco Webex for Faculty/Staff: Once an employee is no longer associated to a UDDS, they can expect their Cisco Webex account to be officially deleted 180 days after.

Former employees and students:  lose access to after 90 days of their account being selected for deactivation

• Day 270 and beyond: accounts are deleted, and all associated data cannot be restored/recovered

Collaborators: lose access after 270 days of their account being selected for deactivation

• All data stored in affected services will be deleted
• Data will not be recoverable

Emeriti and retirees with IT services: continued access after 270 days

Surveys owned by accounts going through deactivate are set to inactive and will not collect new responses. Survey collaborators retain access to surveys and response data and should download copies or request survey transfers if they need to retain long term access to the surveys or the data.

Former employees and students:  lose access to content after 90 days of their account being selected for deactivation

• Day 270 and beyond: accounts are deleted, and all associated data cannot be restored/recovered

Collaborators (including co-owners): lose access to content owned by accounts going through deactivation.

• All data stored in affected services will be deleted
• Data will not be recoverable

Emeriti and retirees with IT services: continued access after 270 days

For more information, reference UW-Madison Box - File/Folder Recovery.

Former employees and students:  lose access to after 90 days of their account being selected for deactivation

• account deleted after 270 days

Collaborators: lose access after 270 days of their account being selected for deactivation

• All data stored in affected services will be deleted
• Data will not be recoverable

Emeriti and retirees with IT services: continued access after 270 days