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Google Workspace Transition

History

workspace.pngFree enterprise versions of Google's collaboration and communication tools have long been in use by schools and universities and have been broadly available to UC San Diego faculty, researchers, students, and staff since 2014. These tools include:

  • Gmail
  • Google Calendar
  • Google Drive
  • Google Docs, Sheets, and Slides among others.

In February 2021, Google announced G Suite for Education would be renamed to Google Workspace for Education. The most significant impact of these changes are:

  • Unlimited storage will no longer be available in Google Workspace.
  • Between now and June 2024, UC San Diego will migrate to a managed storage model in which faculty, researchers, students, and staff will have limits on the space available across their Google Workspace services.

Campus response

Because of the extensive use of Google Workspace, UC San Diego signed a favorable, seven-year, UC negotiated agreement for the top-tier Google Workspace for Education Plus edition. This will include many new and enhanced features, and ensure the continued availability of Google's collaboration and communication tools as a campus-wide enterprise service.

The migration to a managed storage model will have minimal effect on the vast majority of UC San Diego faculty, researchers, students, and staff. However, a small number of people storing large volumes of data will be impacted by the new space limits. Outreach efforts have begun to determine the best path forward for each individual case.

Transition support

Our goal is to ensure the entire campus community is informed and supported during this transition, which will be complete in the second half of 2024. 

ITS will facilitate continued, effective use of Google Workspace now and in the future, across a wide variety of collaboration and communication scenarios. The project team's focus includes:

  • Communicating to the campus community about the impacts and timelines for the changes coming to Google Workspace.
  • Working with the campus community to determine and plan for storage quota policies, procedures, and appropriate use guidelines for Google Workspace.
  • Working with campus partners that have a UC San Diego branded Google Workspace sub-domain, and transitioning these into the campus domain as necessary.
  • Retiring inactive accounts, including those of users no longer affiliated with UC San Diego, and optimizing storage for current accounts.
  • Identifying those accounts associated with large amounts of storage, analyzing this usage, and developing appropriate mitigation/migration options.
  • Developing and implementing a detailed storage management strategy consistent with the collaborative capabilities of Google Workspace, specifically for Shared Drives.

Stay up to date on the project

This page will be updated as more information becomes available. As details and timelines are clarified, we will send call-to-action notices to account holders with specific guidance. At any time you are encouraged to contact the project team directly with questions or concerns.

Timeline

This timeline is subject to change as the project progresses and new guidance becomes available from Google.

Milestone Target Completion Date
Appropriate use guidelines and space quotas complete November 30, 2022
Transition people storing large volumes of data and removal of inactive student accounts complete December 31, 2022
Removal of inactive faculty and staff accounts complete January 31, 2023
Subdomain migration complete December 31, 2023
Storage remediation complete December 31, 2023
Project closeout complete June 30, 2024
Contact the Google Workspace project team at gwed@ucsd.edu.