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How Am I Affected by the Google Workspace Service Adjustment?

As of June 27, 2024, Permanent Baseline Quotas are in effect and are applied to all UCLA Google Workspace accounts. Please choose your primary university affiliation below for a detailed explanation of how you are affected by your assigned quota and the steps you should take to avoid and/or mitigate service interruptions to your Google Workspace account.

University Affiliations

New Training Videos Available

Visit the Training and Support page and watch the Google Workspace Service Adjustments training videos to learn more! 

Summary of Impacts to Students

  • Students currently enrolled at UCLA have a Permanent Baseline Quota of 20GB on their UCLA Google Workspace accounts, including Google Drive and Mail. Check your current storage usage.
  • Quota extensions were granted to students with academic employee appointments, eligible shared drives, and eligible Personal Drives tied to university research.
  • Students who enroll in the future will have the 20GB baseline quota automatically applied to their accounts.
  • As of September 5, 2024, Student accounts exceeding their 20GB Permanent Baseline Quotas, who were not granted extension, are being disabled. Disabled accounts, unable to login to Google Workspace, should contact help@it.ucla.edu for assistance.
  • Bookmark and visit the student section of the How Am I Affected? page to stay up to date on how you are affected by these changes.
  • Note: Class of 2024 graduates have a Permanent Baseline Quota of 5GB applied, and UCLA Google Workspace services will be limited to Google Mail. Additional details were provided to these affected individuals. If your primary affiliation became faculty or staff, upon graduation, your Permanent Baseline Quota will stay at 20GB UCLA Google Workspace services will include access to Google Drive.

Overage-Related Service Interruptions

  • As of June 27, 2024, accounts exceeding their Permanent Baseline Quotas are experiencing service interruptions. For these accounts, UCLA Google services have become read-only until they are reduced to under quota.
  • As of August 1, 2024, accounts exceeding their Permanent Baseline Quotas are receiving all inbound emails with subject line tags to remind them they are over quota; and these accounts will be logged out daily.
  • As of September 5, 2024, accounts exceeding their Permanent Baseline Quotas are being disabled. Disabled accounts, unable to login to Google Workspace, should contact help@it.ucla.edu for assistance.
  • If you are under your Permanent Baseline Quota, there is no further action to take unless you receive an email explaining how you are otherwise affected. Keep your Google Workspace Storage usage under your Permanent Baseline Quota and you will not experience service interruptions.

Temporary Quota Extension Option for Research Data Storage

If you are a student with a currently active academic employee appointment that was granted before June 27, 2024, your Google Workspace account was automatically granted a temporary extension through Fall Quarter 2024, with quotas set at slightly above current usage.

If you are a student without an active academic employee appointment granted before the June 27, 2024, deadline but your Personal Drive contains research related data that is directly associated with a research project directed by UCLA faculty or Principal Investigator, you may be eligible for an extension through Fall Quarter 2024. If this applies to you, complete the Research Quota Extension Request form. To qualify for this extension be mindful of the following:

  • Your Google Storage data must be related to a research project that is directed by UCLA faculty or Principal Investigator (PI).
  • You must complete a form to apply for this extension.
  • The form will require that you name the PI, and that you know that the PI will need to attest to the storage use.

If your submission is approved, it is still advised that you plan accordingly and begin to reduce storage before the end of Fall Quarter 2024, when your 20GB baseline quota will be applied.

Note: Students who enrolled after June 27, 2024, regardless of academic employee appointment, will have the 20GB baseline quota automatically applied to their accounts.

Temporary Quota Extension for Shared Drives (Registration Required)

Shared Drives that are directly connected to university research and include research data are eligible for a one-year extension. However, registration is required. If you own or manage a Shared Drive on behalf of your faculty mentor or the PI of a research project, complete the Shared Drive Registration form as soon as possible.

Google Photos Disabled on June 27, 2024

Content in the Google Photos application cannot be managed by UCLA. Hence, the Google Photos application was disabled on June 27, 2024. New Google Workspace accounts will not be provided access to Google Photos. You may use Google Drive for UCLA-related photo storage.

What To Do Now

New Training Videos Available

Visit the Training and Support page and watch the Google Workspace Service Adjustments training videos to learn more!

Temporary Delay in Quota Reduction for Class of 2024 

As your UCLA affiliation for memebers of Class of 2024 changes from student to alumni, your Permanent Baseline Quota in Google Workspace will reduce from 20GB to 5GB, and your account will become email only. This means that your UCLA Google Personal Drive will be disabled. 

This reduction and change in service has been temporarily delayed. We will keep you updated on the timing of your eventual quota reduction to 5GB and reduction in service to email only as it’s confirmed. In the meantime, your Permanent Baseline Quota will be 20GB and access to Drive will temporarily stay in place, until further notice. 

Starting on September 5, 2024, accounts with storage usage exceeding Permanenet Baseline Quotas will be disabled. During this time, accounts with storage usage over 20GB are being disabled. Disabled accounts, unable to login to Google Workspace, should contact help@it.ucla.edu for assistance. 

Please continue to reduce your storage usage and transfer your Drive data that you which to keep, as this is only a temporary delay. Soon your quota will be reduced to 5GB and services will be reduced to email only – prepare now.

Summary of Impacts to Class of 2024

As of June 27, 2024, the Class of 2024 maintains student affiliation and the assigned baseline quota of 20GB in UCLA’s Google Workspace instance. During this time, this limit applies to your Google Mail and Google Drive accounts. 

Starting July, 2024, according the Registrar, the Class of 2024 formally change affiliations from "Student" to "Alumni". As such, your Permanent Baseline Quota will reduce to 5GB and Google Drive will be disabled, reducing your UCLA Google Workspace service to Google Mail only. This 5GB limit will apply to your Google Mail account. 

However, this reduction and change in service has been temporarily delayed. We will keep you updated on the timing of your eventual quota reduction to 5GB and reduction in service to email only as it’s confirmed. In the meantime, your Permanent Baseline Quota will be 20GB and access to Drive will temporarily stay in place, until further notice. 

As of June 27, 2024, accounts exceeding their Permanent Baseline Quotas are experiencing service interruptions. For these accounts, UCLA Google services have become read-only until they are reduced to under quota. 

As of August 1, 2024, accounts exceeding their Permanent Baseline Quotas are receiving all inbound emails with subject line tags to remind them they are over quota; and these accounts will be logged out daily. 

Starting on September 5, 2024, Class of 2024 accounts with storage usage exceeding 20GB will be disabled. During this time, Class of 2024 ccounts with storage usage over 20GB are being disabled. Disabled accounts, unable to login to Google Workspace, should contact help@it.ucla.edu for assistance.

If you are under your Permanent Baseline Quota, there is no further action to take unless you receive an email explaining how you are otherwise affected. Keep your Google Workspace Storage usage under your Permanent Baseline Quota and you will not experience service interruptions.

Google Photos Disabled on June 27, 2024

Content in the Google Photos application cannot be managed by UCLA. Hence, the Google Photos application was disabled on June 27, 2024. New Google Workspace accounts will not be provided access to Google Photos.

What To Do Now

New Training Videos Available

Visit the Training and Support page and watch the Google Workspace Service Adjustments training videos to learn more!

Temporary Quota Extension for Personal Drives

The Offices of the Vice Chancellors for Administration and Research & Creative Activities have sponsored a temporary extension – through June 2025 – for faculty’s research-related Personal Drive storage and for qualifying Shared Drives. See details below. Visit the Permanent Baseline Quotas page for more information.

The temporary extension – through June 2025 – for research-related Personal Drives was automatically applied to the UCLA Google Workspace accounts for faculty, emeriti, academic deans, recall, academic appointee nonfaculty, postdocs, and medical residents on June 27, 2024, with quotas set at slightly above current usage.

Please note that we anticipate that extension funding will terminate June 2025. It is advised that Principal Investigators plan accordingly, begin to reduce storage and consider using a Shared Drive (vs. Personal Drive) for collaboration on projects and across departments.

Temporary Quota Extension for Shared Drives (Registration Required)

Shared Drives that are directly connected to university research and include research data are eligible for the one-year extension. However, registration is required. If you own or manage a Shared Drive complete the Shared Drive Registration form as soon as possible.

Google Photos Disabled on June 27, 2024

Content in the Google Photos application cannot be managed by UCLA. Hence, the Google Photos application was disabled on June 27, 2024. New Google Workspace accounts will not be provided access to Google Photos. You may use Google Drive for UCLA-related photo storage.

What To Do Now

New Training Videos Available

Visit the Training and Support page and watch the Google Workspace Service Adjustments training videos to learn more!

Temporary Quota Extension for Personal Drives

The Offices of the Vice Chancellors for Administration and Research & Creative Activities have sponsored a temporary extension – through June 2025 – for emeriti’s research-related Personal Drive storage and for qualifying Shared Drives. See details below. Visit the Permanent Baseline Quotas page for more information.

The temporary extension – through June 2025 – for research-related Personal Drives was automatically applied to the UCLA Google Workspace accounts for faculty, emeriti, academic deans, recall, academic appointee nonfaculty, postdocs, and medical residents on June 27, 2024, with quotas set at slightly above current usage. Students with academic appointments on June 27, 2024, granted a temporary extension through Fall Quarter 2024.

Please note that we anticipate that extension funding will terminate June 2025. It is advised that Principal Investigators plan accordingly, begin to reduce storage, and consider using a Shared Drive (vs. Personal Drive) for collaboration on projects and across departments.

Temporary Quota Extension for Shared Drives (Registration Required)

Shared Drives that are directly connected to university research and include research data are eligible for the one-year extension. However, registration is required. If you own or manage a Shared Drive complete the Shared Drive Registration form as soon as possible.

Google Photos Disabled on June 27, 2024

Content in the Google Photos application cannot be managed by UCLA. Hence, the Google Photos application was disabled on June 27, 2024. New Google Workspace accounts will not be provided access to Google Photos. You may use Google Drive for UCLA-related photo storage.

What To Do Now

New Training Videos Available

Visit the Training and Support page and watch the Google Workspace Service Adjustments training videos to learn more!

Summary of Impacts to Staff

  • Current UCLA Staff have a Permanent Baseline Quota of 20GB on their UCLA Google Workspace account. This limit applies across your entire account: Google Drive, Mail, and Photos. Check your current storage usage.
  • New staff who join UCLA in the future will have the 20GB Permanent Baseline Quota automatically applied to their account.
  • Bookmark and visit this page to stay up to date on how you are affected by these changes.

Overage-Related Service Interruptions

  • As of June 27, 2024, accounts exceeding their Permanent Baseline Quotas are experiencing service interruptions. For these accounts, UCLA Google services have become read-only until they are reduced to under quota.
  • As of August 1, 2024, accounts exceeding their Permanent Baseline Quotas are receiving all inbound emails with subject line tags to remind them they are over quota; and these accounts will be logged out daily. 
  • As of September 5, 2024, accounts exceeding their Permanent Baseline Quotas are being disabled. Disabled accounts, unable to login to Google Workspace, should contact help@it.ucla.edu for assistance.
  • If you are under your Permanent Baseline Quota, there is no further action to take unless you receive an email explaining how you are otherwise affected. Keep your Google Workspace Storage usage under your Permanent Baseline Quota and you will not experience service interruptions..

Temporary Quota Extension for Shared Drives (Registration Required)

The Offices of the Vice Chancellors for Administration and Research & Creative Activities have sponsored a temporary extension – through June 2025 – for qualifying Shared Drives.

Shared Drives that are directly connected to university research and include research data are eligible for the one-year extension. However, registration is required. If you own or manage a Shared Drive, complete the Shared Drive Registration form as soon as soon as possible.

Google Photos Disabled on June 27, 2024

Content in the Google Photos application cannot be managed by UCLA. Hence, the Google Photos application was disabled on June 27, 2024. New Google Workspace accounts will not be provided access to Google Photos. You may use Google Drive for UCLA-related photo storage.

What To Do Now

New Training Videos Available

Visit the Training and Support page and watch the Google Workspace Service Adjustments training videos to learn more!

Summary of Impacts for Alumni

If you are currently employed and/or attending class at UCLA, please refer to the above affiliations as appropriate. Note that community members with multiple affiliations will be assigned their Permanent Baseline Quota based on their primary affiliation, which is set in the following order: faculty (including emeriti), staff, students, retirees, alumni.​

If you have just graduated this year, please see the Class of 2024 affiliation section.​

As of June 27, 2024, alumni have a Permanent Baseline Quota of 5GB in UCLA’s Google Workspace instance. This limit applies to your Google Mail account; note that UCLA Google Workspace services is limited to Google Mail for alumni as of June 27, 2024. Check your current storage usage.​

The Google Drive application is disabled as a service for all account holders with a primary alumni or retiree affiliation, as of June 27, 2024. Gmail and Calendar will be the only services offered to these affiliations of account holders.

If you are under your Permanent Baseline Quota, there is no further action to take unless you receive an email explaining how you are otherwise affected.​

As of June 27, 2024, accounts exceeding their Permanent Baseline Quotas are experiencing service interruptions. For these accounts, UCLA Google services have become read-only until they are reduced to under quota. 

As of August 1, 2024, accounts exceeding their Permanent Baseline Quotas are receiving all inbound emails with subject line tags to remind them they are over quota; and these accounts will be logged out daily. 

Starting on September 5, 2024, accounts with storage usage exceeding Permanenet Baseline Quotas will be disabled. During this time, Alumni accounts with storage usage over 5GB are being disabled. Disabled accounts, unable to login to Google Workspace, should contact help@it.ucla.edu for assistance. 

Google Photos Disabled on June 27, 2024

Content in the Google Photos application cannot be managed by UCLA. Hence, the Google Photos application was disabled on June 27, 2024. New Google Workspace accounts will not be provided access to Google Photos.

What To Do Now

New Training Videos Available

Visit the Training and Support page and watch the Google Workspace Service Adjustments training videos to learn more!

Summary of Impacts for Retirees

As of June 27, 2024, retirees have a Permanent Baseline Quota of 5GB in UCLA’s Google Workspace instance. This limit applies to your Google Mail account; note that UCLA Google Workspace services is limited to Google Mail for retirees starting June 27, 2024. Check your current storage usage.​

The Google Drive application is disabled as a service for all account holders with a primary alumni or retiree affiliation, as of June 27, 2024. Gmail and Calendar will be the only services offered to these affiliations of account holders.

If you are under your Permanent Baseline Quota, there is no further action to take unless you receive an email explaining how you are otherwise affected.​

As of June 27, 2024, accounts exceeding their Permanent Baseline Quotas are experiencing service interruptions. For these accounts, UCLA Google services have become read-only until they are reduced to under quota.

As of August 1, 2024, accounts exceeding their Permanent Baseline Quotas are receiving all inbound emails with subject line tags to remind them they are over quota; and these accounts will be logged out daily. 

Starting on September 5, 2024, accounts with storage usage exceeding Permanenet Baseline Quotas will be disabled. During this time, Retiree accounts with storage usage over 5GB are being disabled. Disabled accounts, unable to login to Google Workspace, should contact help@it.ucla.edu for assistance. 

Google Photos Disabled on June 27, 2024

Content in the Google Photos application cannot be managed by UCLA. Hence, the Google Photos application was disabled on June 27, 2024. New Google Workspace accounts will not be provided access to Google Photos.

What To Do Now

New Training Videos Available

Visit the Training and Support page and watch the Google Workspace Service Adjustments training videos to learn more!

Summary of Impacts to Non-Affiliates

  • As of June 27, 2024, current UCLA non-affiliates have a Permanent Baseline Quota of 5GB in their UCLA Google Workspace instance. This limit applies across your entire account. Check your current storage usage.
  • Anyone who joins the Bruin community as a non-affiliate or service account holder in the future will have the 5GB baseline quota automatically applied to their account.
  • Starting on September 5, 2024, accounts with storage usage exceeding Permanenet Baseline Quotas will be disabled. During this time, Non-Affiliate accounts with storage usage over 5GB are being disabled. Disabled accounts, unable to login to Google Workspace, should contact help@it.ucla.edu for assistance. 
  • Bookmark and visit this page to stay up to date on how you are affected by these changes.

Overage-Related Service Interruptions

  • As of June 27, 2024, accounts exceeding their Permanent Baseline Quotas are experiencing service interruptions. For these accounts, UCLA Google services have become read-only until they are reduced to under quota.
  • As of August 1, 2024, accounts exceeding their Permanent Baseline Quotas are receiving all inbound emails with subject line tags to remind them they are over quota; and these accounts will be logged out daily. 
  • As of September 5, 2024, accounts exceeding their Permanent Baseline Quotas are being disabled. Disabled accounts, unable to login to Google Workspace, should contact help@it.ucla.edu for assistance.
  • If you are under your Permanent Baseline Quota, there is no further action to take unless you receive an email explaining how you are otherwise affected. Keep your Google Workspace Storage usage under your Permanent Baseline Quota and you will not experience service interruptions.

Temporary Quota Extension for Shared Drives (Registration Required)

The Offices of the Vice Chancellors for Administration and Research & Creative Activities have sponsored a temporary extension – through June 2025 – for qualifying Shared Drives.

Shared Drives that are directly connected to university research and include research data are eligible for the one-year extension. However, registration is required. If you own or manage a Shared Drive complete the Shared Drive Registration form as soon as possible.

Google Photos Disabled on June 27, 2024

Content in the Google Photos application cannot be managed by UCLA. Hence, the Google Photos application was disabled on June 27, 2024. New Google Workspace accounts will not be provided access to Google Photos. You may use Google Drive for UCLA-related photo storage.

What To Do Now

*Community members with multiple affiliations will be assigned their permanent baseline quota based on their primary affiliation, which is set in the following order: faculty (including emeriti), staff, students, retirees, alumni.

Shared Drives

Temporary Quota Extension for Shared Drives (Registration Required)

The Offices of the Vice Chancellors for Administration and Research & Creative Activities have sponsored a temporary extension – through June 2025 – for qualifying Shared Drives.

Shared Drives that are directly connected to university research and include research data are eligible for the one-year extension. However, registration is required. If you own or manage a Shared Drive complete the Shared Drive Registration form as soon as possible.

Regularly visit the Quota Extension Eligibility page for the most up-to-date information about this extension for both Personal Drives and Shared Drives.

Shared Drive Ownership Required for Google Compliance 

Shared Drives must stay under the 20GB Permanent Baseline Quota and have at least one individual with active UCLA affiliation (Student, Faculty, Staff, or Emeriti) assigned as an Owner or Manager. 

Shared Drives that exceed Permanent Baseline Quota or have no assigned Owner or Manager will be deleted on October 1, 2024.

Overage-Related Service Interruptions

  • As of June 27, 2024, all over-quota Shared Drives are read-only. Files are still accessible, but all create new and edit functions are disabled.
  • The week of September 9, 2024, through October 1, 2024, Shared Drives that are over quota and/or do not have at least one Manager or Owners with active UCLA affiliation (i.e. Student, Faculty, Staff, or Emeriti) are subject to experiencing the following potential service interruptions: 
    • Starting the week of September 9, 2024, the titles of over-quota Shared Drives may be updated to be preceded with a ‘subject to deletion’ tag (i.e. “OVER-QUOTA – TO BE DELETED ON 10/1”) 
    • Starting the week of September 16, 2024, the titles of files within over-quota Shared Drives may be updated to be preceded with a ‘subject to deletion’ tag. 
    • Starting the week of September 23, 2024, over-quota Shared Drives will be subject to disablement, and permissions to these drives may be removed.
  • Starting the week of September 9, 2024, the titles of over-quota Shared Drives may be updated to be preceded with a ‘subject to deletion’ tag (i.e. “OVER-QUOTA – TO BE DELETED ON 10/1”) 
  • Starting October 1, 2024, all Shared Drives that are over quota and/or do not have at least one Shared Drive Manager or Owner with an active UCLA affiliation (i.e. Student, Faculty, Staff, or Emeriti) will be permanently deleted. Once Shared Drives are deleted, files within these Drives will be irrecoverable. 
  • If your Shared Drive is under the Permanent Baseline Quota, there is no further action to take unless you receive an email explaining how you are otherwise affected. Keep your Google Shared Drive under the Permanent Baseline Quota and you will not experience service interruptions.

Visit the Purchasing and Alternate Storage Options page for the latest information regarding options to purchase additional storage.

What To Do Now

  • Check your Shared Drive's current storage usage relative to your 20GB Permanent Baseline Quota.
  • Remove or transfer your data. Visit Tips for Storage Hygiene for instructions.
  • Explore alternate storage options. Depending on your needs and affiliation, UCLA offers several storage options to safely store your data. Visit the Alternate Storage Options page to identify the best-fitting solution for your data needs.
  • Assign Drive Ownership. If your Shared Drive has no owner at all, before September 15, 2024, contact the help desk with the following information included:
    • Shared Drive ID and/or name
    • Indication that you are volunteering to be assigned as Owner or Manager of the Shared Drive and have an active UCLA affiliation – OR the email address of another affiliated individual (i.e. Student, Faculty, Staff, or Emeriti) whom you are nominating for the role.
    • Please contact the help desk at help@it.ucla.edu as soon as possible and at least one week before the October 1, 2024 deadline. Communicate with the proposed new Shared Drive Owner/Manager to ensure smooth transfer of ownership by the time you contact the Help Desk.
  • Transfer Drive Ownership. If your Shared Drive has owners but they do not have an active UCLA affiliation (i.e. Student, Faculty, Staff or Emeriti) then before September 15, 2024, your Shared Drive Owners and/or Managers must take the following actions to transfer ownership correctly and avoid deletion of your Shared Drive: 
  • Please contact the help desk at help@it.ucla.edu as soon as possible and at least one week before the October 1, 2024 deadline. Communicate with the proposed new Shared Drive Owner/Manager to ensure smooth transfer of ownership by the time you contact the Help Desk.
  • Connect with an IT professional. Email help@it.ucla.edu for assistance.