Retiree Guide – Information Technology
Skip to content
Audience:
Retirees
This guide acts as a resource and guide for retired faculty/staff and emeritus faculty and to learn about what happens to your access to UW tools, services and other technology when you retire and how to store information before it gets deleted. Please note that access to certain tools/services differ based on your affiliation with the UW. For any questions related that may not be answered in this guide, please email
help@uw.edu
Accessing UW Systems and Services
Your files, data, and stored information
Software
Voicemail & Phones
UW Libraries
Timeline
Accessing UW Systems and Services
Overall, when accessing UW systems and services, your personal UW NetID does not expire
and you can still continue to sign into it. However, levels of access may differ depending on your affiliation with the UW.
UW NetID
UW NetID Accordion
Your personal UW NetID will continue to be yours after you retire and will not be deactivated.
However, there are a few caveats:
Services, tools, and systems that use UW NetIDs for authentication may not be accessible through your UW NetID just because it is active. Please refer to the relevant section within this guide to learn more.
A year of inactivity can require you to reset your password before accessing services again. If you ever need assistance from UW-IT post-retirement, make sure to keep track of your NetID AND Employee Identification Number (EID) for verification purposes.
For more information, reference
About UW NetIDs
You can continue to sign into your UW NetID and are eligible for some IT Services
Related Information
Related Information Accordion
You will continue to have access to 2FA
when you retire, as 2FA will be needed to log into Workday.
When you retire, any UW Shared NetIDs for which you are the only owner will be removed and all data and services owned by those Shared NetIDs will be removed.
If the Shared UW NetID is still in use and needs to remain active, ownership can be transferred manually through the
UW NetID Support Tool
or through your department.
Accessing email
Refer to main Email section.
UW Google
Refer to main UW Google access section.
UW Office 365
Refer to main UW Office 365 access section.
Wi-Fi Access
Wi-fi access Accordion
When you retire, you will no longer have access to Wi-Fi and eduroam.
After you retire, you may use the “Connect as guest” option via the
University of Washington wireless network
You will continue to have access to Wi-Fi and eduroam.
UW Groups
If you are the sole administrator of a UW Group and that UW Group needs to remain after your separation, add or promote a member to that role.
Any groups you’ve created will continue to function and you may continue to have access/permissions to Groups you’re a member of depending on the Group’s purpose. Refer to
UW Groups
for more information.
Your files, data, and stored information
Your level and timeline of access is dependent on the type of platform. Refer to the various platforms below to learn more about retiree access and data retention.
Productivity platforms
UW Google
UW Google, formerly known as G Suite and Google Apps, provides Google products such as Calendar, Google Drive and Docs, Gmail, and more.
UW Google Retiree Access Accordion
Your UW Google account will be suspended and inaccessible 17 days after your last day at UW
. 3 days after your last day, you will receive an email reminder that computing services will expire.
View the complete timeline
UW Google services do not expire.
Shared Documents
You continue to have access to documents that you have shared with others in your Google Drive after you retire, until your UW Google account is deleted per the timeline listed above.
However, if someone else has shared a document with you that they own and they separate from the UW, you (and anyone else with whom the document has been shared) will lose access to that document.
Shared Drives
If you are a manager of a UW Google Shared Drive, you must transfer management to another  UW employee before you retire.
Learn more about management of UW Google Shared Drives
, including how to make someone else a manager.
Learn more about deletion of Shared Drives
UW Office 365
UW Office 365 provides faculty and staff access to Microsoft services such as Exchange Online, Office Online, OneDrive, and SharePoint, Teams.
UW Office 365 Retiree Access Accordion
Your UW Office 365 account will be suspended and inaccessible 17 days after your last day at UW
. Three days after your last day, you will receive an email reminder that computing services will expire.
View the complete timeline
UW Office 365 services do not expire.
Email
You should be able to continue having the ability to forward your UW email to a personal email post retirement, but it’s important to note that email forwarding may not persist in the future. You can also migrate your UW emails to your personal email after configuring forwarding and leave an automatic reply on your UW email stating you have left the UW. Consider
leaving an automatic reply
saying you’ve left the UW to let others know your UW email is no longer active.
Email forwarding advisory
: Only email sent directly from a UW email address (@uw.edu) can be reliably delivered to the email forwarding address you select on the
manage email forwarding page
. For more information, please review our
email forwarding information page
Email Forwarding
Use the
UW email forwarding tool
to forward new mail to a personal email before beginning the email migration process.
Email forwarding access accordion
You will lose access to UW Google and UW Office 365 and should forward to a personal email account.
You will retain access to UW Google and UW Office 365
and can choose to forward to a personal email account.
Migrating Your UW Email Content
UW Google
UW Google Migrating Instructions Accordion
Make sure to change your UW email forwarding to your personal Gmail email address with the
UW email forwarding tool
Use the following tools from Google to migrate your UW emails:
Use
Google Takeout Transfer
to copy UW Gmail email and Google Drive files to your personal Gmail account.
Refer to the Google Support page and follow the
instructions to migrate UW Google contacts to a personal Google account
Make sure to change your UW email forwarding to your personal Outlook email address with the
UW email forwarding tool
Follow the instructions on how to add an email account to Outlook on Microsoft Support
and enter your UW email address on Outlook by using @gamail.uw.edu (this is not a typo) for your UW Google email address (i.e., your
UWNetID@gamail.uw.edu
).
Optional
Download Office 365 ProPlus
to use the Outlook desktop app
UW Office 365
UW Office 365 Migrating Instructions Accordion
Before migrating email, please review the
UW Appropriate Use page
and note that while UW Office 365 is HIPAA- and FERPA-compatible, personal email accounts are not.
Make sure to change your UW email forwarding to your personal email address with the UW email forwarding tool.
Follow the instructions on how to add an email account to Outlook on Microsoft Support
Optional
Download Office 365 ProPlus
to use the Outlook desktop app
Mailman Lists
You can still subscribe to Mailman lists. However, you can no longer own Mailman lists.
Lists without an active owner will be deleted.
To preserve a list, please transfer the ownership by following the
instructions for the current version of Mailman
. The new version of Mailman will tentatively roll out in Summer 2023, in which you may follow the
instructions for the new version of Mailman
Other
Trumba calendars
All items that you created will remain on Trumba servers until
automatic deletion rules
apply.
They do not get automatically deleted upon your retirement.
After a year of inactivity, you lose the editor access.
To regain access, retirees can request that a colleague
add them to the relevant UW Group
(valid UW NetID required).
Canvas
If there are Canvas course files and/or Panopto recordings that you would like to save, please contact the department in which you were employed and request the course materials before your effective retirement date. Refer to the
Canvas Data Retention Policy
and/or the
Panopto Data Retention Policy
for more information.
Canvas Retiree Access Accordion
You lose access to Canvas
four weeks after the effective date of your retirement
, per the UW’s standard procedure regarding computing services. You will receive an email on day 14 stating that computing services and access to Canvas expire in 14 days.
If you have had the role of teacher, TA, course designer, guest teacher, or librarian in a course, you will have a 90-day period after your retirement date to sign in and access content from that specific Canvas course.
You lose access to Canvas
four weeks after the effective date of your retirement
unless you have an active appointment at the UW.
Learn more about access to Canvas as a retired faculty member
Departments can grant access to Canvas to retired faculty using the
Provisioning Request Tool (PRT)
. Access granted through the PRT needs to be renewed annually by a current UW employee. 90 days before expiration, you will be sent renewal notices at 90 days, 30 days, 7 days, and 1 day before expiration.
You will continue to be able to sign in to access materials in Canvas.
Panopto
Your access to Panopto follows that of Canvas
. See the
Canvas
section for details.
Your recordings are removed from Panopto following the timelines of the
Panopto Retention Policy
UW Sites
When you retire, you will no longer have access to UW Sites and content you’ve created.
If you want to keep any content from UW Sites made with your personal UW NetID, you can export content using WordPress export tools.
Software
The University of Washington provides a number of software programs (UWare), and their access to you once you retire varies.
Generally, you will not retain software services
unless you are emeritus faculty, and if you are doing additional work for UW and need continued access to certain services, a full-time Faculty/Staff member can provision you using the
Provision Request Tool
Zoom
Zoom Retiree Access Accordion
Your Zoom account is deleted and login is revoked within 30 days after separation
from the UW. However, you can obtain access to a
UW Zoom Basic account
. To do so, request a current UW employee to provide access by provisioning your UW NetID via the
Provisioning Request Tool (PRT)
. Provisioned access lasts for 365 days and must be renewed annually by the UW employee who provisioned the UW NetID and/or no renewal of PRT. If a UW Zoom add-on is connected to your personal UW Zoom account, that add-on will also be deleted unless it is
transferred
to another account.
Your Zoom account does not expire
and retains a current faculty status with the UW. However, 120 days of inactivity downgrades the account to Basic. You can restore your full account by logging in to UW Zoom.
Voicemail & Phones
Your voicemail and phone service remain active and continues billing until:
UW-IT receives a disconnect request and all associated leased equipment are retrieved,
-or-
Until a
Service Audit
deems the number has been unused for a sufficient amount of time, at which time UW-IT may elect to disconnect the service.
How long your phone and voicemail remains active after retirement is up to your supervisor and/or department’s policies and procedures, and should be discussed ahead of your departure if you have special circumstances.
Changing your voicemail
It is recommended that you change your voicemail greeting to inform callers of your retirement from the UW
. To learn how to change your voicemail, please refer to the
Changing Voicemail Options
. This will only remain active until your phone and voicemail service is shut off.
UW Libraries
Library Computer Labs & Technology Access
Your online library services will continue indefinitely after retirement
. To learn more about retiree library technology access, please refer the UW Libraries website:
UW Faculty / UW Retired Faculty / UW Emeritus Faculty – Accounts and Privileges
UW Staff / UW Retirees / UW Researchers – Accounts and Privileges
Timeline
Timeframe
Access Checklist
3 months out
3 months before you retire, you should start to consider saving any significant documents from any cloud-based drives,
Canvas
courses,
Panopto
recordings, and needed content from any
UW Sites
you owned/were a member of.
2 months out
2 months before you retire, you should start thinking about finding new owners for services such as
UW Groups
UW Shared NetIDs
, and
Mailman lists
1 week out
1 week before you retire, you should start following the
email migrating process
Last day of work
On your last day of work, you should set up
email forwarding
and a
voicemail
indicating your retirement from the UW.
Day of retirement (Day 0)
You will continue to have access to:
Two-factor authentication (2FA)
UW Groups
UW NetID
You will lose access to:
Mailman Lists
UW Libraries (Library Computer Labs & Technology Access)
UW Shared NetID
UW Sites
Wi-fi Access
Trumba calendars
Voicemail & Phone services
2 weeks after (Day 14)
You will receive notifications about loss of access to:
Canvas
Panopto
UW Google
UW Office 365
4 weeks after (Day 28)
You will lose access to:
Canvas
Panopto
UW Google
UW Office 365
30 days after (Day 30)
You will lose access to:
Zoom