Dear Bruin Community:
We are writing to share that Permanent Baseline Quotas have been applied to all UCLA Google Workspace personal accounts and shared drives on June 27, 2024 (with exception to those accounts that were granted quota extension).
This comes as a result of Google ending unlimited storage for Google Workspace for Education (GWE) for all educational institutions. UCLA must be in compliance by November 1, 2024. See below for more details about how quotas taking effect impact your UCLA Google Workspace accounts moving forward.
The following message details what you need to know and actions you should take as a result of this change.
What to Know
- Permanent Baseline Quotas were assigned based on primary affiliation. While most Bruins do not exceed their quotas, we encourage you to check your current usage relative to your quota. This step is critical to understand how much data you must remove or transfer to bring or keep your storage usage under quota.
- The small percentage of Bruins with UCLA Google accounts over quota will begin to experience service interruptions along the following timeline. These service interruptions are designed to draw attention to accounts that are over quota, in order to help UCLA meet its university storage quota.
- June 27, 2024 : Google Drive restricted to read-only access
- August 1, 2024 : inbound emails will contain subject line tags to remind them they are over quota; and these accounts will be logged out daily
- Starting September 1, 2024 : these accounts will be disabled
- Starting October 1, 2024 : these accounts will be deleted, resulting in the loss of all associated files and mail
- As of June 27, 2024, the Google Photos application is disabled for all accounts. Additionally, new UCLA Google accounts formed today and onward will not be provided access to the Google Photos application.
- 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.
What to Do
- If you are over quota and plan to purchase additional storage to support university business, please complete the Intent to Purchase Storage form. We ask that you submit by August 1, 2024.
- If you need help learning how to reduce your Google storage data, you are encouraged to:
- Visit the Training and Support page on the Google Workspace Service Adjustments website to view new training videos including How to Find My Largest File in Google Drive and How to Transfer Gmail and Drive to a Personal Google Account.
- Explore alternate storage options: depending on your needs and affiliation, UCLA offers several storage options to safely store your data.
- Consider using a Shared Drive (vs. Personal Drive): For collaboration on projects and across departments, request a Shared Drive using the Shared Drive Request form.
- Schedule time with an IT professional by emailing Help@it.ucla.edu.
- If you are under your quota and/or eligible for the temporary quota extension, we encourage you to reduce your UCLA Google storage. There is no further action to take unless you receive an email explaining how you are otherwise affected. To avoid service interruptions to your account, keep your Google Storage usage under quota.
The Google Workspace Service Adjustments website is regularly updated with the latest details, news, and support resources for this initiative. Visit the How Am I Affected? page for the most current information on how you are impacted by this change. Also visit the new Training and Support page for videos that cover affiliation specific impacts as well as instructions on how to reduce your storage usage.
For any further assistance or questions, contact Help@it.ucla.edu.
We appreciate your continued support. Your efforts are essential to our collective success with this initiative.
Sincerely,
Michael J. Beck
Administrative Vice Chancellor
Roger M. Wakimoto
Vice Chancellor for Research & Creative Activities
Lucy Avetisyan
Associate Vice Chancellor and Chief Information Officer
