Changes to Alumni Google Services

Summary

Google has discontinued unlimited storage for university accounts. In response to this change, UCSC must make adjustments to our Google services to align with the new campus storage quota set by Google. 

What’s changing for Alumni

UCSC Google Services (Gmail, Drive, Photos, etc.) will no longer be available for alumni accounts with the following exceptions:

  • Alumni will be able to continue to use their UCSC Google account for one year after their graduation.
  • One year after graduation, UCSC Google accounts (Gmail, Drive, Photos, etc.) will be closed.
  • Alumni will have the option to keep their existing @ucsc.edu Gmail with a 500 MB storage limit by request only

Important Deadlines for Current Alumni

  • Deadlines differ for different classes and situations. Please refer to the email you receive from "UCSC Information Technology and Alumni Engagement" to confirm your specific deadline. Generally speaking, deadlines are one year after graduating or leaving UCSC. If you didn't receive an email, contact the ITS Support Center for assistance. 

How to retain your UCSC Gmail account

Alumni can retain their existing @ucsc.edu Gmail address by submitting a request and meeting additional storage-related requirements. However, the email account will be limited to 500 MB (0.5 GB) storage, and access to all other Google services such as Drive and Photos will be unavailable.

If you want to keep your existing UCSC email, you must follow ALL of these requirements by the deadline listed in the email you recieved by UCSC Information Technology and Alumni Engagement.  

  1. Request to keep your existing @ucsc.edu Gmail address using the form linked in the email you receive from UCSC Information Technology and Alumni Engagement.
    NOTE: Log in with your UCSC CruzID and Gold password to access the form. If you forgot your login credentials, learn how to recover them.
  2. Reduce your email storage to be under 500 MB (0.5 GB).
    Data includes email messages, attachments, images, etc. Follow these instructions on how to reduce your email storage.
  3. Export and then delete ALL your Google Drive files.
    • Export: If you want to avoid permanently losing your files, follow these instructions on how to export your Google Drive content. We recommend starting early, as large transfers can take time.
    • Delete: You must delete ALL your Google Drive files to retain your @ucsc.edu Gmail. Follow these instructions on how to delete your files in Google.
  4. Export and then delete ALL of your Google Photos.
    • Export: If you want to avoid permanently losing your photos in Google, follow these instructions on how to export your photos. We recommend starting early, as large transfers can take time.
    • Delete: You must delete ALL your photos in Google to retain your @ucsc.edu Gmail. Follow these instructions on how to delete your photos in Google.
  5. Verify compliance with permitted storage totals. 
    Make sure that you have 0 GB for Google Drive and for Google Photos, and under 0.5 GB for Gmail. IMPORTANT: If you request to retain your @ucsc.edu Gmail address but do not meet all the requirements listed above by the deadline, your UCSC Google account will be reset. This means that all content, including attachments and contacts, will be deleted and your email account will be empty. 

NOTE: If you don’t need to keep your @ucsc.edu email address or the files and photos you’ve stored in your UCSC Google account, no further action is necessary.

Steps to keep your UCSC Gmail account

Reduce your email storage and delete unneeded emails

  1. Log in to your UCSC Gmail account 
    NOTE: To access your account, log in with your UCSC CruzID and Gold password. If you forgot your login credentials, learn how to recover them
  2. Check your storage totals to determine whether you need to reduce your email storage. Gmail storage must be under 0.5 GB.
  3. Find emails with large attachments 
    • This will be the fastest way to reduce storage. 
    • Consider downloading any important attachments to your computer. 
    • Follow the instructions below to permanently delete unneeded emails. 
  4. Delete any emails that are no longer needed 
    • Select the emails you don’t need and select the trash bin icon to delete. 
    • This will move them to the “Trash” folder. They will still count against your storage until deleted permanently.
    • To delete permanently, go to your Trash folder, select the emails and click the “Delete forever” button.
  5. Find and delete Archived emails
    • Archived emails aren't visible in your inbox but still count toward your total storage allowance.
    • Archived messages can be seen by going to “All Mail” located on the left-side navigation.
    • Follow the instructions above to permanently delete unneeded emails.

Export your Google Drive Files, Photos and Email

Export your files, documents, videos, and photos from your UCSC Google account to avoid losing them. Start your exports early because large transfers can take time to complete. It's important to note that UCSC ITS has no visibility into Google Transfer and Takeout and is unable to offer support for these tools.

NOTE: We do not recommend using a mobile device with Google Transfer and Takeout. If you only have a mobile device and experience an error, try logging out of all Google accounts on the device and then log back in with your UCSC account only.

Google Transfer

  • Google Transfer will copy your Gmail and Drive content to another Google account. Free to use. Go to Google Transfer to begin. 

See Google's Transfer support page for additional information.

Google Takeout

Recommended for Google services like Google Scholar, Photos, and YouTube, but not recommended for Gmail and Drive. We recommend using Google Transfer (see above instructions) for Gmail and Drive.

  • Google Takeout will create an exportable archive of your Google content. Free to use. Go to Google Takeout to begin. 

See Google's Takeout support page for additional information.


Delete your Google Drive Files

There are two steps to deleting your Google Drive files. 

  1. Select your Drive file(s), right click or click on the three action dots, then select “move to trash.” 
  2. Go to your Trash located in the left side navigation, select the files, right click or click on the three action dots, then select “Delete forever.” To delete all files in your Trash at one time, select “Empty Trash” located at the top right. 

Note: It may take a day or two after deleting content for your drive storage to show as empty.

See Google Drive support page for additional information. 

Important Note: If you have important files that you feel should be retained by UCSC, make sure to transfer ownership before deleting all the documents out of your drive. One way to identify important documents is to search for files and folders that you have shared previously. Before transferring ownership, please carefully read the below section.


Transferring Ownership of Files

See Google’s instructions on transferring ownership and keep in mind the following important facts. 

  1. You can only transfer ownership to someone who has
    1. An active UCSC account
    2. "Editor" access to the document
  2. Changing ownership of a folder alone will not change ownership of files or subfolders within the folder. 
  3. It is best to transfer ownership of files in bulk, so that the future owner receives fewer notifications of changed ownership.  
    1. Identify a group of files you want to transfer ownership of
    2. Highlight them, right click, and click on "Share"
      1. Make sure the future owner is listed as an editor. If not, you will need to make them an editor first, save, and return to "Share."
    3. By the future owner’s name, click the dropdown and select "Transfer Ownership". 

Repeat this process for files inside any subfolder.


Delete your Google Photos

There are two steps to deleting your photos in Google. 

  1. Select the photo(s) or video(s) and at the top right, click on the trash bin icon.
  2. Go to your Trash located in the left side navigation, select the photos/videos, then select “Delete permanently” located at the top right. To delete all photos/videos in your Trash at one time, select “Empty trash” located at the top right. 

Note: It may take a day or two after deleting content for your drive storage to show as empty.

See Google Photos support page for additional information. 


How Alumni can access their UCSC Google account

Alumni must know their CruzID and Gold password in order to access their Google account. Provide your @ucsc.edu email address when accessing a Google Apps service, then log in with your CruzID and Gold password. Depending on your current affiliation with UC Santa Cruz, Multi-Factor Authentication may also be required.

How Alumni can obtain their CruzID

Your CruzID is your UCSC account, sometimes referred to as your username, that gives you access to many services and systems. Your CruzID is also part of your UCSC email address, such as bslug@ucsc.edu, the "bslug" is the CruzID. 

If you require assistance with your CruzID, please submit a support ticket with the ITS Support Center or email help@ucsc.edu or telephone (831) 459-4357.  

Please be prepared to provide your full name that we may have on file when you attended UCSC and two pieces of information from the following list: 

  • UCSC Student ID Number
  • Personal email address (if applicable and not your UCSC email address)
  • Permanent street address on record when you attended
  • Specific class taken in a particular quarter at UCSC
  • Last quarter attended at UCSC

How Alumni can obtain their Password

Self-service password recovery is provided through CruzID Manager for most users through the use of a Password Recovery Email (PRE). PREs must not be the same as your UCSC email address and can not end in @ucsc.edu.  To recover a forgotten password, select Forgot Your Password? on the CruzID Manager login page and follow the instructions. 

If you do not have a PRE in CruzID Manager and require assistance resetting your CruzID, please submit a support ticket with the ITS Support Center or email help@ucsc.edu or telephone (831) 459-4357.  

Please be prepared to provide your full name that we may have on file when you attended UCSC and two pieces of information from the following list: 

  • UCSC Student ID Number
  • Personal email address (if applicable and not your UCSC email address)
  • Permanent street address on record when you attended
  • Specific class taken in a particular quarter at UCSC
  • Last quarter attended at UCSC

Accounts that have been dormant for a long period of time, may not be eligible for self-service password recovery. Please submit a support ticket. 


Get Help

If you have questions, visit the frequently asked question section or reach out to ITS by opening an online support ticket, by emailing help@ucsc.edu, or by calling (831) 459-4357.