U of I Box, Leaving the University, Deprovisioning
The U of I Box service team will perform periodic account reviews and deactivate accounts that are no longer eligible for the service. People with no current or recent affiliation with the University will lose their eligibility to use the U of I Box service. At this time, this KB pertains to accounts managed by the Urbana campus. Accounts managed by the UIC or UIS may have their own processes.
For faculty, staff, affiliates of the university, you will lose your eligibility when you no longer have the "staff" type in Banner. For students, you will lose your eligibility when you no longer have the "student" type in Banner.
Processes can vary for when a person's type changes in Banner, so we suggest that you make appropriate changes to your data stored in the U of I Box service within 3 months of leaving the university. This means that you should transfer ownership of any departmental data to your co-workers or transfer those files to a group folder. Any personal data should be migrated to another location, such as your personal device or a private cloud storage service. Please see U of I Box, Leaving the University, Migrating your data for options.
Once you leave the university and your account is no longer eligible for the U of I Box service, your U of I Box account will undergo the following deprovisioning process:
- The first step will be notifying the affected ineligible account holder that their U of I Box account will deactivated, and become inaccessible in no fewer than 30 days.
- Next the account will be deactivated, making the data inaccessible, and the data will be held for 2 additional months.
- After this hold period, roughly 3 total months after the affected ineligible account holder was first notified, the account and data will be purged from the system and become unrecoverable.
If you affiliation changes or you need temporary access during this process before the two month hold expires, then your account and data can be restored by the service team.
April 2026 Upcoming U of I Box account deactivation information:
Ineligible U of I Box accounts will be deactivated starting on Tuesday, April 28, 2026. Eligibility is extended to all current faculty, staff, students, recent graduates, sponsored accounts and affiliates.
What can I do if I am (or will soon be) no longer eligible for U of I Box?
If you have any files stored in U of I Box please use this time to access your account at https://box.illinois.edu and delete your data, back it up to another location or transfer ownership to a more appropriate owner.
What options do I have if someone left or is leaving my group?
If someone has or will soon leave your group, it is imperative to quickly find more appropriate places to transfer and store necessary working files owned by these accounts. If eligible, consider moving shared college and dept content to a Box Team Folder. Please note that co-ownership (setting another U of I Box account to Co-Owner) does not protect items from deletion. It is important that the sole owner of the content is an eligible U of I Box account.
What if I have questions?
If your account has been incorrectly identified, please contact your department’s IT support team. They can help you review your account status and contact Technology Services on your behalf.
If you have any questions or concerns, please contact to the Help Desk at consult@illinois.edu or submit a ticket.