Understanding Employee Leave's Google Workspace and Microsoft 365 Services


Introduction

Employees that are put on Employee Leave have their services suspended immediately after the affiliation, VT-EMPLOYEE-LEAVE, is applied to their account and lasts for the duration of their leave. They cannot access their service nor their data during this time.

  • Overview of services
  • How to access the services
  • How to find training on the services
  • Where to find information on the cost of services
  • Eligibility Requirements
  • What happens after eligibility is lost
  • What if they have multiple relationships with Virginia Tech
  • What to do if they cannot access their services

Explanation

Table of Contents

Overview

Employees with this affiliation do not receive M365 or Google services.

Access

Employees with this affiliation cannot access their data or services. The department can request departmental data by submitting a ticket to 4Help.

Training

Not applicable

Cost

When the individual receives this affiliation, their license is reduced to an A1 license. The M365 services are paid for by the university and departments even though they are suspended. License details and costs can be found on the Software Service Center’s Department Software List.

An employee’s base level of storage within GW is provided at no additional cost by the university, though the employee’s service is suspended.

Eligibility

Employees with this affiliation are not eligible for Microsoft or Google services. An employee can view their affiliations within the IT Account Manager. Once the affiliation is dropped, they will be reevaluated for service eligibility.

Loss of Eligibility

The steps below assume that the employee has no other affiliation with the university such as student, alum, or retiree. In the case of multiple affiliations, they will obtain or retain services based on those affiliations (See Understanding Storage and Services for Google and Microsoft Based on Constituent Groups for more information).

Employees must make sure that any business or research related files are provided to the appropriate departmental personnel along with management or ownership of collaborative spaces. In addition, they must export any personal emails or files they want to keep to another location before their services stop. Data and email migration services are not provided.

  1. When an employee has their service suspended, i.e., their affiliation becomes VT-EMPLOYEE-LEAVE, their account will be suspended, without notification.
  2. Once their account is suspended,
    1. The former employee will lose
      1. All GW and M365 services
      2. Access to emails or files stored within these services
      3. Any file permissions associated with the account
      4. Any Team or Group memberships
      5. Any Google Play purchases and YouTube data associated with the account
      6. The ability to use their Virginia Tech Google account for any third-party authentication.
    2. The account will remain suspended until loss of VT-EMPLOYEE-LEAVE. At that time, it will be reevaluated based on current affiliations and profile information.

Employees need to make sure that any business-related emails or files are provided to the appropriate departmental personnel and export any personal emails or files they want to keep to another location before their services stop. These articles can help export data.

Eligibility with Multiple Affiliations

If an employee has multiple relationships with the university in addition to employee, such as student, alum, or retiree, they may be entitled to additional services or retention of services after loss of employee eligibility.  Visit our Knowledge Base article called Understanding Storage and Services for Google and Microsoft Based on Constituent Groups for more details.

Troubleshooting

If an employee loses access to GW or M365 services and believes this to be in error, there are steps that they can take.

  1. Verify that they do not have VT-EMPLOYEE-LEAVE as an affiliation. Affiliations can be viewed in the IT Account Manager, CAT, or DAT (CAT and DAT require special permissions to gain access). If they see this affiliation, we suggest they reach out to their supervisor or departmental HR representative.
  2. If their affiliations are correct and they have a valid license, contact 4help.

FAQs

1. What happens to my access to Google Workspace and Microsoft 365 services when I am placed on Employee Leave?
When the VT-EMPLOYEE-LEAVE affiliation is applied to your account, all Google Workspace and Microsoft 365 services are suspended immediately. You cannot access your services or data during this period.

2. Can I or my department retrieve data from my account while I am on leave?
You cannot access your own data or services. However, your department can request access to departmental data by submitting a ticket to 4Help.

3. What should I do with my business and personal files before my services are suspended?
Before your services are suspended, ensure all business or research-related files are transferred to the appropriate departmental personnel. Export any personal emails or files you wish to keep to another location, as data and email migration services are not provided.

4. What if I have multiple affiliations with Virginia Tech (e.g., student, alum, retiree) in addition to being an employee?
If you have multiple affiliations, you may retain or regain access to certain services based on those affiliations. For more details, refer to the Knowledge Base article on storage and services for different constituent groups, Understanding Storage and Services for Google and Microsoft Based on Constituent Groups.

5. What steps should I take if I believe my access was removed in error?
First, verify your affiliations in the IT Account Manager, CAT, or DAT. If you see VT-EMPLOYEE-LEAVE and believe it’s incorrect, contact your supervisor or departmental HR. If your affiliations are correct and you still lack access, contact 4Help for assistance.