- Offboarding - Google Workspace for Education

Note: The information in this article was affected by the university's migration from Google to Microsoft services. All email moved from Gmail to Outlook, and Alumni/Retirees lost all Google Apps data (Drive, Docs, Photos) on November 25th.

Please review the official migration plan for the most current details: Alumni and Retiree Email Changes

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This article will help students, faculty/staff, and DCCs - who are leaving the university - understand how this status change affects the data in their Google Workspace for Education account (Drive, Docs, etc).

While specific use cases are described here, it's important to remember that employees should only migrate or share their research or personal data to systems outside of the university. University data should remain in university systems.

Guidelines for Saving and Sharing

General Guidelines
You should save your research or personal content from your university Google account, which includes UA Gmail and any personal documents in Google Drive before you leave the university.

Employees should also coordinate with their supervisor to properly share any departmental data in their personal Google Drive.

Likewise, if you and/or your team use Box to store and share work, be sure all required Box content is moved to a shared space as well.

It would also be appreciated if you could make sure that your business-related contacts know whom to reach out to in your department after you leave.

Specific Guidelines

Students:

Alumni will continue to maintain their University Outlook account upon graduation.
Former-students who did not earn a degree will not retain an email account and will need to save any data they wish to keep to a personal account. This includes emails and documents stored in Outlook, OneDrive and Google Apps (Docs, Sheets, Slides, Drive, Photos).

Faculty, Staff and DCCs:

Employee university Google accounts will lose access to any data stored in the account. This includes apps such as Docs, Sheets, Slides, Drive, Photos, and other Google services associated with the account.
Employees who retain a university affiliation - for example, a student who is also an employee or a DCC, or an employee who is also a student - will retain access to Google content and their Outlook email. You should check with your work department to see if you need to request DCC status to retain access during any gaps in your status as you transition to your new affiliation.

Retirees:

Employees who are retiring can opt into an Outlook email.
For more information, see Offboarding – Microsoft 365 and Offboarding - Email FAQ.

Emeritus:

Faculty who move to Emeritus status are considered actively affiliated and retain the same level of access as all other employees.

Frequently Asked Questions

My Drive Storage shows “0 GB”, but I thought I had files in Drive?

Google shows storage in Gigabytes. If you carry under 1 Gigabyte in Drive, click the 9-square menu in the top-right of the main menu and open Google Drive. Open the Gear icon menu in the top-right and choose Settings. This page will provide a detail summary of your storage usage.

What can I do with files that were shared with me?

If permitted, download any files that have been shared to your account. If the share was set to prevent downloading, you will need to reach out to the person who shared the files with you to attain proper permissions.

What happens to My Google Share Drive?

You will lose access to any Shared Drive you have created or are a member of. Be sure to change ownership to a relevant colleague if you are the owner. If you are not the owner and the share does not permit downloads, reach out to the present owner to attain files before you lose access.

What happens to my Google Sites?

You will lose access to any Google Sites you have created or are an editor of. Be sure to change ownership to a relevant colleague if you are the owner. You will be able to reach the site’s URL provided it remains publicly available.

If I am a Student Worker, will I lose access to my Outlook account?

If employment ends when you graduate:
- Yes, you can find information on forwarding mail and attaining files in this KB article: Preparing to Offboard – Microsoft.
If you are transitioning to a full-time or part-time employee position:
- You will maintain full access to your Microsoft account, including email, OneDrive and other tools you currently leverage. You will also maintain access to your Google mail, Drive and all other Google Workspace tools.