Microsoft 365 - What should I expect when I am no longer a Faculty, Staff, or Student?

Depending upon your continuing affiliation with the university, you may lose access to Office 365. Please continue reading for more information.

Faculty/Staff/Retirees without IT Services/Other Employee Types (no continuing university affiliation)

If you are a faculty or staff member leaving the university with no remaining affiliation, you will lose access to your Office 365 email account based on our deactivation cycle. You will be notified via your UW Madison email account when that is about to occur. If you have any questions about your status with the university, please contact your HR department.

Important: Be sure you have backed up any data you have in these applications (e.g., OneDrive for Business) prior to this date. You should also set an auto-response (Out of Office) on your UW Madison email account to begin notifying contacts of your updated contact information.

Note: There may be a time where an individual is both an Alumni and Faculty/Staff member. During this period, the individual will always receive the licenses that grants them more service access - in this case, they would be able to access all the apps/services under the "Faculty/Staff/Student" column.

Faculty/Staff (continuing with retiree with IT services/emeritus status)

If you are a faculty or staff member who is leaving the university and retaining an official appointment as a Retiree (with IT services) or Emeritus staff, you will retain access to your Office 365 email and calendar account only. If you have any questions about your official Retiree or Emeritus status, please contact your department HR office or OHR.

On the day your appointment with UW Madison changes (per your HR office), your license will change to an Alumni/Emeriti license (email/calendar only) and you will lose access to the applications that are only available through a Faculty/Staff/Student license. Please be sure you have backed up any data you have in these applications (e.g., OneDrive for Business) prior to this date.

Privileges for UW-Madison Retirees and Emeriti Brochure

Note: There may be a time when an individual is both an Alumni and Faculty/Staff member. During this period, the individual will always receive the licenses that grant them more service access - in this case, they would be able to access all the apps/services under the "Faculty/Staff/Student" column.

Important for HR Departments:

  • Retirees - University IT privileges are not automatically granted to retirees. HR departments must request access for retirees via retiredID@ohr.wisc.edu (if not done on certificate). Include the employee’s full name, empl ID and retirement date. Please see the Leaving the University of Wisconsin-Madison checklist for more information.
  • Emeritus - When a staff member is granted emeritus status, they will now automatically be eligible for IT services. If you have any questions about the Emeritus staff process, please contact OHR.

Former Students

Former students will continue to have access to Office 365 email, calendar, people/contacts and tasks (Exchange online only). Please see Microsoft 365 - Reduced access to services due to an affiliation change article for further details.

This change may also impact your access to your UW-Madison G Suite account. View UW-Madison G Suite eligibility requirements.

Please be sure you have backed up any data you have in these applications (e.g., OneDrive for Business) before you lose access to your Office 365 account. Please see the Leaving the University of Wisconsin-Madison checklist for more information.

If you have any questions regarding your student status with the university, please contact the Registrar's office, Graduate School Office, or other office that identified you as a student.

See Also:



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Owner:O365 S.Group:Microsoft 365
Created:2017-02-10 08:55 CDTUpdated:2023-02-02 09:22 CDT
Sites:Cybersecurity Operations Center, DoIT Help Desk, DoIT Tech Store, Microsoft 365
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