Google Workspace Changes

Changes to Google Workspace came into effect at the University of Alberta on Jan. 31, 2025. Learn more about what prompted the changes, what you can do now and how IST is working to help you adapt.

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Why Google changed

In early 2021, Google introduced a new license and storage model which no longer provides free, unlimited storage for higher education institutions. As a result, the university looked at ways to reduce our reliance on Google Workspace as the primary data storage solution. This entailed identifying better data management practices and building out a comprehensive data storage ecosystem. IST engaged and collaborated with groups from across the university community to determine how to best suit their storage needs.

What changed

On Jan. 31, 2025 storage quotas were implemented on most individual Google Workspace accounts, which applied to data stored in My Drive, Gmail and Google Photos. Storage quotas are dependent on your current relationship to the institution and are as follows:

  • Non-Academic Staff: 15 GB
  • Academic, Research and MAPS Staff: 80 GB* (increased from 30 GB)
  • Graduate students: 80 GB* (increased from 30 GB)
  • Emeriti Professors: 80 GB* (increased from 30 GB)
  • Guests: 10 GB
  • Secondary CCID: 10 GB* (a role-based account, such as department@ualberta.ca)
  • Undergraduate and Online and Continuing Education students: 10 GB as of June 15, 2024

If you have multiple relationships with the university and fall into more than one of these categories, your highest quota takes precedence. Learn more about employee types.

If you are over your storage quota ...

 

  • You will be unable to edit or add files to your My Drive or Google Photos
  • You will still be able to send and receive emails
  • Your files will NOT be deleted.
* Academic staff members, including researchers and MAPS, graduate students or those with secondary CCIDs over their quota on Jan. 31, 2025, have been placed on a one-time extension until Jul. 31, 2025.

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Frequently asked questions

Find more information and answers to your questions on Google Workspace Changes FAQ »

SUbmit your questions

If you require additional information, submit your question using this feedback form. If you are a faculty or staff member, we also encourage you to connect with your Senior IT Partner to discuss any questions or concerns you may have.