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UW Zoom account and data expiration

Overview

Access to UW Zoom is contingent upon an active affiliation with the University of Washington. Upon departure from the UW, a UW Zoom account, log in access, and data associated with a UW NetID is deleted according to the following schedules.

These expiration timelines are guidelines. Other circumstances and affiliations may alter these timelines. In the case of a legal hold or an additional affiliation that grants access to UW Zoom, an account may not follow these timelines. In the case of additional affiliations, the longest expiration timeline will apply.

UW Zoom account types

UW Zoom Basic license: Can host group meetings up to 300 participants with a limited meeting duration of 40 minutes. One-to-one meetings have an unlimited duration. Meeting hosts with a basic license type cannot record meetings to the Zoom cloud, but can record and save meetings on the local computer.

UW Zoom Licensed: Meeting hosts can host meetings up to 300 participants with an unlimited duration and can record meetings to the Zoom Cloud.

For more details about account types, see the UW Zoom Service Catalog Features and Options.

Account expiration

Any UW employee can use the Provisioning Request Tool (PRT) to provision access to a UW Zoom Basic account for any UW NetID. Provisioned access lasts for 365 days and must be renewed annually by the UW employee who provisioned the UW NetID.

UW NetID type PRT sponsorship required for access to UW Zoom License type Account expiration License expiration
CURRENT faculty, staff, students, and contingent workers personal UW NetID. Licensed Current faculty, staff, students, and contingent workers do not expire while they remain current. 120 days of inactivity downgrades to Basic License. Log in or host a meeting to reclaim license.
FORMER faculty, staff, and contingent workers personal UW NetID. Green tick mark indicating "Yes" Basic License with PRT sponsor Account deleted and log in revoked within 30 days after separation from UW and/or no renewal of PRT. PRT sponsorship required to log in with a Basic License. License deleted within 30 days after separation from UW.
FORMER Students Green tick mark indicating "Yes" Basic License with PRT sponsor Account deleted and log in revoked after two consecutive quarters (excluding Summer quarters) not registered as a student. PRT sponsorship required to log in with a Basic License. License expires after two consecutive quarters (excluding Summer quarters) not registered as a student.
Sponsored UW NetID Green tick mark indicating "Yes" Basic License with PRT sponsor  Account deleted and log in revoked within 30 days after no renewal of PRT.  License deleted within 30 days after no renewal of PRT.
Shared UW NetID Green tick mark indicating "Yes" Basic License with PRT sponsor  Account deleted and log in revoked within 30 days after no renewal of PRT.  License deleted within 30 days after no renewal of PRT.
Shared UW NetID with paid License prior to March 4, 2020 Licensed Account deleted and log in revoked after 365 days of inactivity. 120 days of inactivity downgrades to Basic License. Log in or host a meeting to reclaim License.
Temporary or Visitor UW NetID Green tick mark indicating "Yes" Basic License with PRT sponsor  Account deleted and log in revoked within 30 days after no renewal of PRT.  License deleted within 30 days after no renewal of PRT.
Admin UW NetID
(wadm or sadm)
Green tick mark indicating "Yes" Basic License with PRT sponsor  Account deleted and log in revoked within 30 days after no renewal of PRT.  License deleted within 30 days after no renewal of PRT.

UW students

The first time a current student logs in to UW Zoom using their personal UW NetID, the student’s UW NetID receives licensed access to UW Zoom. During the second consecutive quarter, (excluding Summer quarters) in which an individual is not registered as a student, the UW Zoom account and all account data will be deleted. The ability to sign in to UW Zoom is revoked.

UW employees

The first time a current UW employee, including staff or faculty, logs in to UW Zoom using their personal UW NetID, the employee’s NetID receives licensed access to UW Zoom. The employee’s UW Zoom account and all account data is deleted within 30 days of separation from UW. The ability to sign in to UW Zoom is also revoked within 30 days of separation from UW.

Shared UW NetIDs

Shared UW NetIDs do not receive default access to UW Zoom. A UW employee can use the Provisioning Request Tool (PRT) to provision access to a UW Zoom Basic account for Shared UW NetIDs that they own. When the owner of a Shared UW NetID separates from the UW, a new owner must take ownership of the Shared UW NetID and use the PRT to provision continued access to UW Zoom for the Shared UW NetID. If the new Shared UW NetID owner does not use PRT to provision access, the UW Zoom account associated with the Shared UW NetID is deleted within 30 days of the departure of the previous Shared UW NetID owner.

Shared UW NetIDs with a paid UW Zoom license

On March 4, 2020, UW provided all current UW students, staff, and faculty a Zoom license associated with their personal UW NetID.

Prior to March 4, 2020, Zoom licenses were available only as a charge-back service, billable to a UW budget number. Shared UW NetID Zoom licenses purchased with a UW budget number prior to March 4, 2020 will continue to have legacy access to a UW Zoom License. After 365 days of inactivity, legacy paid UW Zoom License accounts are deleted and log in is revoked.

Admin UW NetIDs

Admin UW NetIDs do not receive default access to UW Zoom. A UW employee can use the Provisioning Request Tool (PRT) to provision access to a UW Zoom Basic account for Admin UW NetIDs that they own, manage, or sponsor. When a UW employee separates from the UW, the UW Zoom account associated with their Admin UW NetID will be deleted within 30 days.

UW Medicine workforce members

The personal UW NetID of an individual who has UW Medicine Workforce status receives default access to a UW Zoom License. Starting the day that UW Medicine Workforce status is removed, the UW Zoom account associated with the individual’s personal UW NetID is deleted within 30 days.

UW contingent workforce members

The personal UW NetID of an individual who has UW contingent worker status has default access to a UW Zoom License. Starting the day that UW contingent worker status is removed, the UW Zoom account associated with the individual’s personal UW NetID is deleted within 30 days.

Other UW NetID and UW employment types

Access to a UW Zoom license depends upon your employment classification with UW. If your employment classification is not eligible for a UW Zoom license, you can check with your supervisor to determine if your employment classification should be changed.

If your employment classification cannot be changed, a UW employee can use the Provisioning Request Tool (PRT) to provision access to a UW Zoom Basic account for your UW NetID. Provisioned access lasts for 365 days and must be renewed annually. If the UW employee who provisioned access to UW Zoom separates from UW and a new UW employee does not provision continued access to UW Zoom to you as the provisionee, your UW Zoom account will be deleted within 30 days.

Last reviewed August 5, 2021