ICT Info for Students No Longer Enrolled
Understand what happens to your University of Waikato ICT accounts and data after enrolment ends, including timelines for account access, license changes, and data deletion.
Timeline of What Changes after Enrolment Ends
Non-research students and Alumni
6 months after the end date of your last paper:
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your Waikato Account (username) will be disabled
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your student Google account will be deleted
- your student Microsoft 365 license will be removed, and you will no longer have access to Microsoft applications - this includes your @students.waikato.ac.nz email address
- your data will be deleted, i.e. your emails, OneDrive, and Home (H:) Drive files.
PhD and other Research students and Alumni
For students working with research data which requires long term retention, but are no longer enrolled in any papers i.e. PhD students, students doing a Masters research paper of 60 points or more (592/593/594 papers), and other specific programme codes:
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6 months after the end date of your last paper:
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your Microsoft 365 license is downgraded - allowing access to M365 web-based applications and services, such as Word online, through a web browser
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5 years after the end date of your last paper:
- your Waikato Account (username) will be disabled
- your student Google account will be deleted
- your student Microsoft 365 license will be removed, and you will no longer have access to Microsoft applications - this includes your @students.waikato.ac.nz email address
- your data will be deleted, i.e. your emails, OneDrive, and Home (H:) Drive files.
Frequently Asked Questions
Students with active enrolments or in-flight applications will not have their Waikato Account disabled.
However, if you have an in-flight application and it has been more than six months* since you were last enrolled, your M365 license will be delicensed and reactivated when you re-enrol.
*five years for research students
Yes, you will still be able to sign in to MyWaikato and access your academic history using your linked Connect Account.
Services are provided to enrolled students during their study via a Waikato Account. After a period of non-enrolment, your Waikato Account is disabled and access to associated services is lost.
If you re-enrol before the timeframes outlined above, your account and data will be retained.
If you return to the University after your Waikato Account has been disabled, your Waikato Account and associated services will be reinstated, however your data remains deleted.
Please email help@waikato.ac.nz with your student ID # and student username.
If you have accepted an Enrolment Agreement and become enrolled since receiving the email, you do not need to do anything - your account will not be disabled while you are enrolled.
If you wish to keep this data, we recommend you make a copy of files and emails outside of the University environment i.e. transfer/import the data to another personal cloud service, or export to USB drive, etc.
If you re-enrol before the timeframes outlined above, your account and data will be retained.
If you do not re-enrol before the timeframes outlined above and you return to the University at a later date, your Waikato Account will be reinstated and you will be provided with a student Google account and a student M365 account. These accounts will not contain any data.
If you return to the University aftrer your Waikato Account has been disabled, your Waikato Account and associated services will be reinstated, however your data remains deleted.
If your final research paper ended less than 5 years ago:
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You will be able to access your data using Microsoft Office in a web browser
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If you studied prior to the migration from Google to Microsoft (i.e. before mid-2023) - your Google data has been migrated to Microsoft, you will be able to access data using Microsoft Office in a web browser.
Please update your preferred email address in MyWaikato and also your alumni details with a valid personal email address to continue receiving University emails and alumni updates/invitations to events.
The university shifted from Google to Microsoft in 2023.
Post January 2023, Google charged the University for data storage. Without mitigation, this change in model would have led to an increase in costs, as Google had previously offered free accounts with unlimited storage for educational institutes.
Note: a Google account, with reduced services, is still provided for enrolled students for the purpose of supporting collaboration with other organisations.
If these files were shared from your student account OneDrive, when your M365 data is deleted these files are also deleted. Please contact the people you have shared files with and ask them to make a copy of the shared files they may wish to keep, or upload the files to Microsoft Teams / a shared UoW SharePoint document library.
Please contact the Service Desk: help@waikato.ac.nz or 07 838 4008.