Help Desk - Deactivation Timeline for Microsoft 365, Google, Zoom, Box, Qualtrics

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Timeline

The timeline below illustrates the deactivation process for an individual who is no longer eligible for Microsoft 365, Google, 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	ACCESS TO BOX	ACCESS TO QUALTRICS	ACCESS TO ZOOM
ACTIVE University Affilation	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	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	Continues
	60 days after account is selected for deactivation	Third email notification sent	Continues	Continues	Continues	Continues	Continues
	75 days after account is selected for deactivation	Fourth, final, email notification sent	Continues	Continues	Continues	Continues	Continues
	90 days after account is selected for deactivation	Notifications end	Former employee:        Lose access to Microsoft 365, Google, Box, Qualtrics, and Zoom      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 Former Student **: Lose access to Microsoft 365, Google, Box, Qualtrics, and Zoom 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 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, 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	Former employee: Microsoft 365, Google, and Zoom accounts are deleted and all associated data (including emails) cannot be restored/recovered. Former Student **: Microsoft 365, Google, 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 data Emeriti and retirees with IT services: Continue access to Microsoft 365 email, calendar, people/contacts and tasks (Exchange Online only), Google, 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

There is currently no deactivation timeline for Canvas or Kaltura MediaSpace accounts at UW-Madison; most individuals with access to Canvas and other Learn@UW-Madison tools will be able to log in indefinitely, as long as their NetID/Shibboleth credentials are active. However, Kaltura MediaSpace is available only to Faculty, Researchers, Staff and Students. Please note that this is subject to change.

See Also:

• Help Desk - Resources for Microsoft 365, Google, Zoom, Box, and Qualtrics account changes or deactivations
• Microsoft 365 - Reduced access to services due to an affiliation change
• Office of Human Resources OHR
• Office of the Registrar