ATTENTION: The temporary quota extension for Google Drive Storage – which was previously communicated as expiring in June 2025 – has been extended for the following groups:
- All Shared Drives currently registered for research extension funding
- Personal Drives belonging to non-student Academic Appointees
A new compliance deadline will be communicated and published here in the coming weeks. Please check back for updates and further guidance on how you may be affected.
Refer to the How Am I Affected page and review your affiliation's section for details. If you have questions or concerns regarding your account, contact help@it.ucla.edu.
University Affiliations
New Training Videos Available
Visit the Training and Support page and watch the Google Workspace Service Adjustments training videos to learn more!
Summary of Impacts to Students
- Students currently enrolled at UCLA have a Permanent Baseline Quota of 20GB on their UCLA Google Workspace accounts, including Google Drive and Mail. Check your current storage usage.
- Quota extensions were granted to students with academic employee appointments, eligible shared drives, and eligible Personal Drives tied to university research.
- Students who enroll in the future will have the 20GB baseline quota automatically applied to their accounts.
- As of September 5, 2024, Student accounts exceeding their 20GB Permanent Baseline Quotas, who were not granted extension, are being disabled. Disabled accounts, unable to login to Google Workspace, should contact help@it.ucla.edu for assistance.
- Bookmark and visit the student section of the How Am I Affected? page to stay up to date on how you are affected by these changes.
- Note: Class of 2024 graduates have a Permanent Baseline Quota of 5GB applied, and UCLA Google Workspace services will be limited to Google Mail. Additional details were provided to these affected individuals. If your primary affiliation became faculty or staff, upon graduation, your Permanent Baseline Quota will stay at 20GB UCLA Google Workspace services will include access to Google Drive.
Google Photos Disabled on June 27, 2024
Content in the Google Photos application cannot be managed by UCLA. Hence, the Google Photos application was disabled on June 27, 2024. New Google Workspace accounts will not be provided access to Google Photos. You may use Google Drive for UCLA-related photo storage.
What To Do Now
- Check your current storage usage relative to your 20GB Permanent Baseline Quota.
- For graduates (class of 2024) note that once your primary affiliation changes to alumni, your Permanent Baseline Quota will reduce from 20GB to 5GB. This change will occur by September 1, 2024. Note: If your primary affiliation became faculty or staff, upon graduation, your Permanent Baseline Quota will stay at 20GB.
- Find your largest files. Watch the How to Find My Largest File in Google Drive video to learn how to find the largest files in your storage.
- Remove or transfer your data. Visit Tips for Storage Hygiene and watch the How to Transfer Google Mail and Drive to a Personal Google Account and How to Verify Your Content is Being Migrated videos for instructions.
- Explore alternate storage options. Depending on your needs and affiliation, UCLA offers several storage options to safely store your data. Visit the Purchasing and Alternate Storage Options page to identify the best-fitting solution for your data needs.
- Visit the Training and Support page. Visit the Training and Support page to watch overview videos about how this change impacts your affiliation and step-by-step videos about how to reduce your storage usage.
- Connect with an IT professional. Email help@it.ucla.edu for assistance.
New Training Videos Available
Visit the Training and Support page and watch the Google Workspace Service Adjustments training videos to learn more!
Temporary Quota Extension for Personal Drives
The Offices of the Vice Chancellors for Administration and Research & Creative Activities have sponsored a temporary extension – through June 2026 – for faculty’s research-related Personal Drive storage and for qualifying Shared Drives. See details below. Visit the Permanent Baseline Quotas page for more information.
The temporary extension – through June 2025 – for research-related Personal Drives was automatically applied to the UCLA Google Workspace accounts for faculty, emeriti, academic deans, recall, academic appointee nonfaculty, postdocs, and medical residents on June 27, 2024, with quotas set at slightly above current usage. **Note that this has been extended through June 2026.
Google Photos Disabled on June 27, 2024
Content in the Google Photos application cannot be managed by UCLA. Hence, the Google Photos application was disabled on June 27, 2024. New Google Workspace accounts will not be provided access to Google Photos. You may use Google Drive for UCLA-related photo storage.
What To Do Now
- Check your current storage usage relative to your 20GB Permanent Baseline Quota.
- Find your largest files. Watch the How to Find My Largest File in Google Drive video to learn how to find the largest files in your storage.
- Remove or transfer your data. Visit Tips for Storage Hygiene and watch the How to Transfer Google Mail and Drive to a Personal Google Account and How to Verify Your Content is Being Migrated videos for instructions.
- Explore alternate storage options. Depending on your needs and affiliation, UCLA offers several storage options to safely store your data. Visit the Purchasing and Alternate Storage Options page to identify the best-fitting solution for your data needs.
- Visit the Training and Support page. Visit the Training and Support page to watch overview videos about how this change impacts your affiliation and step-by-step videos about how to reduce your storage usage.
- Connect with an IT professional. Email help@it.ucla.edu for assistance.
New Training Videos Available
Visit the Training and Support page and watch the Google Workspace Service Adjustments training videos to learn more!
Temporary Quota Extension for Personal Drives
The Offices of the Vice Chancellors for Administration and Research & Creative Activities have sponsored a temporary extension – through June 2026 – for faculty’s research-related Personal Drive storage and for qualifying Shared Drives. See details below. Visit the Permanent Baseline Quotas page for more information.
The temporary extension – through June 2025 – for research-related Personal Drives was automatically applied to the UCLA Google Workspace accounts for faculty, emeriti, academic deans, recall, academic appointee nonfaculty, postdocs, and medical residents on June 27, 2024, with quotas set at slightly above current usage. **Note that this has been extended through June 2026.
Google Photos Disabled on June 27, 2024
Content in the Google Photos application cannot be managed by UCLA. Hence, the Google Photos application was disabled on June 27, 2024. New Google Workspace accounts will not be provided access to Google Photos. You may use Google Drive for UCLA-related photo storage.
What To Do Now
- Check your current storage usage relative to your 20GB Permanent Baseline Quota.
- Find your largest files. Watch the How to Find My Largest File in Google Drive video to learn how to find the largest files in your storage.
- Remove or transfer your data. Visit Tips for Storage Hygiene and watch the How to Transfer Google Mail and Drive to a Personal Google Account and How to Verify Your Content is Being Migrated videos for instructions.
- Explore alternate storage options. Depending on your needs and affiliation, UCLA offers several storage options to safely store your data. Visit the Purchasing and Alternate Storage Options page to identify the best-fitting solution for your data needs.
- Visit the Training and Support page. Visit the Training and Support page to watch overview videos about how this change impacts your affiliation and step-by-step videos about how to reduce your storage usage.
- Connect with an IT professional. Email help@it.ucla.edu for assistance.
New Training Videos Available
Visit the Training and Support page and watch the Google Workspace Service Adjustments training videos to learn more!
Summary of Impacts to Staff
- Current UCLA Staff have a Permanent Baseline Quota of 20GB on their UCLA Google Workspace account. This limit applies across your entire account: Google Drive, Mail, and Photos. Check your current storage usage.
- New staff who join UCLA in the future will have the 20GB Permanent Baseline Quota automatically applied to their account.
- Bookmark and visit this page to stay up to date on how you are affected by these changes.
Google Photos Disabled on June 27, 2024
Content in the Google Photos application cannot be managed by UCLA. Hence, the Google Photos application was disabled on June 27, 2024. New Google Workspace accounts will not be provided access to Google Photos. You may use Google Drive for UCLA-related photo storage.
What To Do Now
- Check your current storage usage relative to your 20GB Permanent Baseline Quota.
- Find your largest files. Watch the How to Find My Largest File in Google Drive video to learn how to find the largest files in your storage.
- Remove or transfer your data. Visit Tips for Storage Hygiene and watch the How to Transfer Google Mail and Drive to a Personal Google Account and How to Verify Your Content is Being Migrated videos for instructions.
- Explore alternate storage options. Depending on your needs and affiliation, UCLA offers several storage options to safely store your data. Visit the Purchasing and Alternate Storage Options page to identify the best-fitting solution for your data needs.
- Visit the Training and Support page. Visit the Training and Support page to watch overview videos about how this change impacts your affiliation and step-by-step videos about how to reduce your storage usage.
- Connect with an IT professional. Email help@it.ucla.edu for assistance.
New Training Videos Available
Visit the Training and Support page and watch the Google Workspace Service Adjustments training videos to learn more!
Summary of Impacts for Alumni
If you are currently employed and/or attending class at UCLA, please refer to the above affiliations as appropriate. Note that community members with multiple affiliations will be assigned their Permanent Baseline Quota based on their primary affiliation, which is set in the following order: faculty (including emeriti), staff, students, retirees, alumni.
As of June 27, 2024, alumni have a Permanent Baseline Quota of 5GB in UCLA’s Google Workspace instance. This limit applies to your Google Mail account; note that UCLA Google Workspace services is limited to Google Mail for alumni as of June 27, 2024. Check your current storage usage. If you currently have any data showing as stored in your Google Drive, this must be emptied by October 1, 2025 to avoid any service interruptions. Re-enable your Drive access to clean up your Drive usage
Google Photos Disabled on June 27, 2024
Content in the Google Photos application cannot be managed by UCLA. Hence, the Google Photos application was disabled on June 27, 2024. New Google Workspace accounts will not be provided access to Google Photos.
What To Do Now
- Under “What To Do Now”, Check your current storage usage relative to your 5GB Permanent Baseline Quota. If you currently have any data showing as stored in your Google Drive, this must be emptied by October 1, 2025 to avoid any service interruptions. Re-enable your Drive access to clean up your Drive usage.
- Find your largest files. Watch the How to Find My Largest File in Google Drive video to learn how to find the largest files in your storage.
- Remove or transfer your data. Visit Tips for Storage Hygiene and watch the How to Transfer Google Mail and Drive to a Personal Google Account and How to Verify Your Content is Being Migrated videos for instructions.
- Explore alternate storage options. Depending on your needs and affiliation, UCLA offers several storage options to safely store your data. Visit the Purchasing and Alternate Storage Options page to identify the best-fitting solution for your data needs.
- Visit the Training and Support page. Visit the Training and Support page to watch overview videos about how this change impacts your affiliation and step-by-step videos about how to reduce your storage usage.
- Connect with an IT professional. Email help@it.ucla.edu for assistance.
New Training Videos Available
Visit the Training and Support page and watch the Google Workspace Service Adjustments training videos to learn more!
Summary of Impacts for Retirees
As of June 27, 2024, retirees have a Permanent Baseline Quota of 5GB in UCLA’s Google Workspace instance. This limit applies to your Google Mail account; note that UCLA Google Workspace services is limited to Google Mail for retirees as of June 27, 2024. Check your current storage usage. If you currently have any data showing as stored in your Google Drive, this must be emptied by October 1, 2025 to avoid any service interruptions. Re-enable your Drive access to clean up your Drive usage
Google Photos Disabled on June 27, 2024
Content in the Google Photos application cannot be managed by UCLA. Hence, the Google Photos application was disabled on June 27, 2024. New Google Workspace accounts will not be provided access to Google Photos.
What To Do Now
- Check your current storage usage relative to your 5GB Permanent Baseline Quota. If you currently have any data showing as stored in your Google Drive, this must be emptied by October 1, 2025 to avoid any service interruptions. Re-enable your Drive access to clean up your Drive usage.
- Find your largest files. Watch the How to Find My Largest File in Google Drive video to learn how to find the largest files in your storage.
- Remove or transfer your data. Visit Tips for Storage Hygiene and watch the How to Transfer Google Mail and Drive to a Personal Google Account and How to Verify Your Content is Being Migrated videos for instructions.
- Explore alternate storage options. Depending on your needs and affiliation, UCLA offers several storage options to safely store your data. Visit the Purchasing and Alternate Storage Options page to identify the best-fitting solution for your data needs.
- Visit the Training and Support page. Visit the Training and Support page to watch overview videos about how this change impacts your affiliation and step-by-step videos about how to reduce your storage usage.
- Connect with an IT professional. Email help@it.ucla.edu for assistance.
New Training Videos Available
Visit the Training and Support page and watch the Google Workspace Service Adjustments training videos to learn more!
Summary of Impacts to Non-Affiliates
- As of June 27, 2024, current UCLA non-affiliates have a Permanent Baseline Quota of 5GB in their UCLA Google Workspace instance. This limit applies across your entire account. Check your current storage usage.
- Anyone who joins the Bruin community as a non-affiliate or service account holder in the future will have the 5GB baseline quota automatically applied to their account.
- Bookmark and visit this page to stay up to date on how you are affected by these changes.
Google Photos Disabled on June 27, 2024
Content in the Google Photos application cannot be managed by UCLA. Hence, the Google Photos application was disabled on June 27, 2024. New Google Workspace accounts will not be provided access to Google Photos. You may use Google Drive for UCLA-related photo storage.
What To Do Now
- Check your current storage usage relative to your 5GB Permanent Baseline Quota.
- Find your largest files. Watch the How to Find My Largest File in Google Drive video to learn how to find the largest files in your storage.
- Remove or transfer your data. Visit Tips for Storage Hygiene and watch the How to Transfer Google Mail and Drive to a Personal Google Account and How to Verify Your Content is Being Migrated videos for instructions.
- Explore alternate storage options. Depending on your needs and affiliation, UCLA offers several storage options to safely store your data. Visit the Purchasing and Alternate Storage Options page to identify the best-fitting solution for your data needs.
- Visit the Training and Support page. Watch training videos on the Training and Support page to learn more.
- Connect with an IT professional. Email help@it.ucla.edu for assistance.
*Community members with multiple affiliations will be assigned their permanent baseline quota based on their primary affiliation, which is set in the following order: faculty (including emeriti), staff, students, retirees, alumni.
Shared Drives
Shared Drive Ownership Required for Google Compliance
Shared Drives must stay under the 20GB Permanent Baseline Quota and have at least one individual with active UCLA affiliation (Student, Faculty, Staff, or Emeriti) assigned as an Owner or Manager.
Temporary Quota Extension for Shared Drives (Registration Required)
The Offices of the Vice Chancellors for Administration and Research & Creative Activities have sponsored a temporary extension – through June 2026 – for qualifying Shared Drives.
Shared Drives that are directly connected to university research and include research data are eligible for the one-year extension. However, registration is required. If you own or manage a Shared Drive complete the Shared Drive Registration form as soon as possible.
Regularly visit the Quota Extension Eligibility page for the most up-to-date information about this extension for both Personal Drives and Shared Drives.
What To Do Now
- Check your Shared Drive's current storage usage relative to your 20GB Permanent Baseline Quota.
- Remove or transfer your data. Visit Tips for Storage Hygiene for instructions.
- Explore alternate storage options. Depending on your needs and affiliation, UCLA offers several storage options to safely store your data. Visit the Alternate Storage Options page to identify the best-fitting solution for your data needs.
- Assign Drive Ownership. If your Shared Drive has no owner at all, before September 15, 2024, contact the help desk with the following information included:
- Shared Drive ID and/or name
- Indication that you are volunteering to be assigned as Owner or Manager of the Shared Drive and have an active UCLA affiliation – OR the email address of another affiliated individual (i.e. Student, Faculty, Staff, or Emeriti) whom you are nominating for the role.
- Please contact the help desk at help@it.ucla.edu as soon as possible and at least one week before the October 1, 2024 deadline. Communicate with the proposed new Shared Drive Owner/Manager to ensure smooth transfer of ownership by the time you contact the Help Desk.
- Transfer Drive Ownership. If your Shared Drive has owners but they do not have an active UCLA affiliation (i.e. Student, Faculty, Staff or Emeriti) then before September 15, 2024, your Shared Drive Owners and/or Managers must take the following actions to transfer ownership correctly and avoid deletion of your Shared Drive:
- Transfer ownership or assign “Manager” role access to a member with active affiliation (i.e. Student, Faculty, Staff, Emeriti).
- Manage and update your role from Owner or Manager of the Shared Drive to member, as appropriate.
- Review membership and if you no longer should be a manager, follow the steps to transfer ownership or remove yourself (i.e. graduation, department transfer, position change, etc.).
- If you co-manage a Shared Drive, communicate with your collaborators.
- You might see “ucla-drive-admin@g.ucla.edu” admin account. This account is added by default for reporting purposes only, and should be disregarded when managing members.
- Please contact the help desk at help@it.ucla.edu as soon as possible and at least one week before the October 1, 2024 deadline. Communicate with the proposed new Shared Drive Owner/Manager to ensure smooth transfer of ownership by the time you contact the Help Desk.
- Connect with an IT professional. Email help@it.ucla.edu for assistance.
