Changes to Alumni Google Services FAQs

Go back to the Changes to Alumni Google Services information page. 

If I am a UCSC alumni and also a current faculty, staff, student, or contractor employee for UCSC, does this change apply to me?

  • No, active faculty, staff, student, or contractor status automatically secures your continued access to your UCSC Gmail account and all the other Google services like Drive, Calendar, Photos, etc. without any further action required.

I heard about this change from someone else. Why haven't I received an email from UCSC?

  • Given the size of the alumni community (over 50,000 people) and to ensure ITS support technicians can effectively address your inquiries, we'll be delivering communication notices to current UCSC alumni via email over time.
    • Current alumni will be notified in January and February.
    • Current students who are approaching graduation will be notified in February.

I signed up previously to keep my Gmail account. Now, I've gotten an email with a different deadline. How do I know which deadline is accurate?  

  • Some alumni heard about the UCSC Gmail request form from friends or from social media and signed up for Gmail before receiving a email notification from UCSC. The deadline that applies to you and the link to the form you should complete if you want to retain your UCSC Gmail can be found in the email you received from UCSC Information Technology and Alumni Engagement. 

Will I still be able to use my UCSC Google login credentials (username and password) to access other web applications (Facebook, Slack, etc.)?

  • Yes, if you are a current UCSC Alumni and request to retain your existing @ucsc.edu Gmail address using the form linked in the email from UCSC Information Technology and Alumni Engagement, you will still be able to use Google to authenticate to other web applications like Facebook. After the deadline stated in the email you receive, you will NOT be able to access other Google applications like Drive, Calendar, Photos, etc.

I have a Gmail alias. Will that continue to function?

  • If you set up a gmail alias previously and request to keep your gmail account, your alias will continue to function. No new gmail aliases will be set up for alumni accounts.

Is there any paid option for Alumni that would provide more storage?

  • Unfortunately, no. UCSC does not have a way to provide a paid service tier.

If I don't want to keep my UCSC Gmail account and give it up completely, will UCSC give my Gmail account to someone else at UCSC down the line?

  • No, UCSC does NOT reuse or recycle accounts. Even if your UCSC Gmail account is closed, it will always be linked to you. If you come back to UCSC, you will have the same email address as before. NOTE: Your CruzID (the part of your email address before the @ symbol) is always kept active so that you can keep logging into systems like MyUCSC, library services, etc.

Is it possible that someone else might receive email intended for me or get access to documents that were shared with me?

  • No, UCSC does NOT reuse or recycle accounts. Even if your UCSC Gmail account is closed, it will always be linked to you. If you come back to UCSC, you will have the same email address as before. NOTE: Your CruzID (the part of your email address before the @ symbol) is always kept active so that you can keep logging into systems like MyUCSC, library services, etc.

Why are you making Alumni go through the hassle of requesting to keep their UCSC Gmail? Why not just automatically extend everyone's UCSC Gmail service?

  • Our primary reason has to do with security. We found that a lot of alumni have abandoned their accounts and no longer use them. The genuine problem is that abandoned accounts are a security vulnerability. It puts both UCSC and our Alumni at risk.
  • The secondary reason has to do with the need to bring accounts into compliance with our new Google storage quotas. We can't automatically bring your account into compliance without a full reset of the account, which would delete everything. This is why we are giving you the choice between bringing your account into compliance or having us reset it.
  • We felt that the burden of requesting continued access is reasonable given the very real need to maintain data security.

Why do I have to delete all my Google Drive files and Photos? Why doesn't UCSC just do it for me since you're getting rid of this service anyway?

  • You don’t have to. We can delete your content for you, but this method removes everything in your account, including contacts, emails, and attachments. You can choose either (1) a full account reset by us or (2) bring your account into compliance with upcoming quota limits yourself, retaining contacts and select emails. The Request to Retain Your Email Account form sent to you via email offers these two choices.

Some alumni don't check their email that often. How are they supposed to know about this change in Google services?

  • ITS is alerting UCSC Alumni three months before any change is due to happen with several reminder email notifications before the deadline.
  • We worked with the UCSC Alumni Engagement team to use alternate email addresses (non-UCSC email) when possible.
  • There are notifications about the change on the UCSC ITS and Alumni websites.

Someone shared Google Drive documents with me via my UCSC Google account. What should I do?

  • If you wish to keep any Google file that someone else has shared with you, make sure to export them before April 16, 2024. Instructions for exporting data.
  • You can use "Google Transfer" or "Google Takeout" to export documents that have been shared with you in addition to your own documents. If the owner has restricted making copies of the file, these tools will not function.

I signed up previously to keep my Gmail account. Now, I've gotten an email with a different deadline. How do I know which deadline is accurate?

  • Some alumni heard about the sign-up form from friends or social media and signed up for Gmail before receiving a notification from UCSC. The deadline that applies to you and the link to the form you should complete if you want to retain your UCSC Gmail can be found in the email you receive from UCSC.

I'm confused about what you mean when you talk about my CruzID vs. my Google account vs. my Gmail account. What is changing and what is staying the same?

  • CruzID: Your primary UCSC account is called your "CruzID". You use your CruzID to log into campus systems that use UCSC single sign-on, including Google and MyUCSC. Your CruzID will always be associated with you and will never be deleted.

  • Google Account: We use a person's CruzID to generate their Google account. The resulting Google account and your email address has the format: cruzid@ucsc.edu.
    Because of this association with the CruzID, UCSC Google accounts are never recycled. Even if your UCSC Google account is closed, the name is always reserved for you. If you return to the university at any time, your Google account with the same email address would be reopened.

  • Gmail: If you decide to keep your Gmail, you will retain your UCSC Google account. You will continue to have access to your email (albeit with a quota). If you use your UCSC Google account to log into other applications (e.g. Facebook, Slack, etc.), you will still be able to do that.

  • Other Google Applications: Even if you retain your UCSC Google account for purposes of email, no other Google services will be associated with it. You will not have a Google Drive, Calendar, Photos, or other Google services associated with your UCSC account. If there is any content contained within these other applications you wish to export, Google provides tools for this.

  • Other UCSC Applications: Even if you decline to keep your Gmail account, you will continue to have access to other UCSC applications like MyUCSC, Handshake, or library services because your CruzID will continue to function.

Venn diagram showing that alumni's google drive, photos, YouTube account, and other Google services will no longer be available after April 16, 2024

Go back to the Changes to Alumni Google Services information page.