Service Changes for Syracuse University Google Workspace for Education

Introduction

As Google transitions to the next era of G Suite for Education, named Google Workspace for Education, there are service level changes which have resulted in Syracuse University modifying its service definition and terms of use. These changes are in effect as of December, 2022.

What is changing?

Primarily, the service modifications will affect:

• eligibility to access the Syracuse University Google Workspace for Education services (to be refered to as Google Workspace).
• available storage allowed in Google Drive (including Gmail and Photos).
• access to, some, Google applications available through the g.syr.edu Google domain.

Eligible Users

User consider eligible to have accounts in the service, includes current/active Syracuse University students (including SUNY ESF students), faculty, and staff (limited). 

Ineligible Users

Syracuse University alumni, dependents, applicants, retired staff, retired faculty, and other inactive or non-affiliated persons will not have access to the g.syr.edu Google Domain.

For current students, Google Workspace access ends after graduation or leaving the University. Students will have a period of time, post graduation, before access ends. The 90 day grace period begins on the last day of the last term a student was registered in. 

Syracuse University staff will have access permitted on a needs basis.  This, tentatively, includes staff with role related to:

• Google Workspace application and service administrator.
• IT and/or academic support staff assisting faculty/students with Google Workspace;
• Staff using Google Workspace for Syracuse University academic/business needs (requiring AuthZ through google domain account).
  • Google Analytics
  • Google Ads
  • University owned YouTube Channels
• Research staff that are not students or faculty.

Additional information on ineligible users can be found on the IT Resource Access for Inactive Affiliations Answers page. 

Google Workspace Storage Changes

Elimination of free, unlimited Google cloud storage for docs, gmail, and photos.  This elimination will coincide with a share storage cap being placed in the Google Workspace g.syr.edu domain.  This is the primary change leading to new service use eligibility criteria and the removal of some user populations. New Google Workspace for Education editions may allow a small increase in available storage, at a cost.

Individual storage quotas are being implemented. Request and approval process will be implemented in order to increase individual or group storage quotas.

Google Drive storage to be regulated to Academic purposes only, with use of Google applications, directly related to teaching & learning, and research.

Changes to Google Applications Availability

Google is making minor changes, generally additions, to the Core suite of application for Google Workspace.  Some changes will include feature sets to some applications. 

List of Core Google Apps in Google Workspace:

• Gmail
• Calendar
• Meet
• Docs
• Sheets
• Slides
• Forms
• Classroom
• Assignments
• Sites
• Groups
• Drive
• Tasks
• Jamboard

Why?

Syracuse University routinely assesses Syracuse University's computing resources and provided services.  This assessment includes review of the who accesses services and the intended purpose and audience.  A recent change to Google’s terms of service and a review of active accounts has resulted in a decision to limit access to Google Workspace .  This limited access means that a large number of current users will no longer qualify for access to Google Workspace tools and related storage. This was available previously using a netid@g.syr.edu account.  In Google's words (https://blog.google/outreach-initiatives/education/google-workspace-for-education/), "During the 15 years we’ve been building tools for educators, we’ve seen the needs of instructors, education leaders and students evolve. We’ve learned that a one-size-fits all approach isn't what educators need from tools like G Suite for Education. Whether you're in a rural elementary school, urban university or homeschool setting, our technology and tools should adapt so you can focus on what matters most: teaching and learning. That's why we're making a few changes to provide you greater choice and flexibility in selecting the best tools to empower your institution.". Previously Syracuse University's Google Workspace services had benefited from the singular offering with no cost, no user limits, and no data storage limits.   The changes being made include adding upgraded editions to the Google Workspace for Education offering, all with added costs, named based user licensing (no longer free and unlimited), the end of unlimited data storage, and increase user management needs. 

The end of unlimited data storage, from Google, is aligned with Google's increase emphasis on use of Google applications beyond cloud storage, in Google Workspace. Google has noted that "Storage is not being consumed equitably across — nor within — institutions, ...". This has been shown to be true at Syracuse University.  Google full statement introducing a new storage policies, in Google Workspace for Education can be read at Google's Blog outreach at https://blog.google/outreach-initiatives/education/google-workspace-for-education/. After a short introduction you will find a section titled, Introducing a new storage policy.

The quantity and extent of service changes requires the current actions, being taken, to keep the service manageable, and available to current students, faculty, and (limited) staff in a capacity which enhances teaching and learning, and research at Syracuse University.

What should affected users do?

Current users of Syracuse University's g.syr.edu Google Workspace domain, in the coming days, will either be eligible or will be ineligible to continue using the service. Those users who are determined to be ineligible will receive notification from Syracuse University's Information Technology Services department informing them to begin migrating away from the services immediately.  Users will be granted a short time (7-10 days) in which to complete their migration.  Eligible users should commence with review of their data use and needs. Users will need to bring their storage usage down to set quota levels in order for compliance with Google's new storage policies.

Migrating your g.syr.edu Drive, Gmail, and Photos Data (recommended)

Before attempting to migrate your g.syr.edu account/data be sure that you have a destination in place with adequate features and resources (ie. storage space) to handle your needs.  

Google does offer a paid plan, Google One, which offers more than a the standard, free, personal Google account with it's 15Gb of Drive storage. Google Drive is a storage service. Google One is a subscription plan that gives you more storage to use across Google Drive, Gmail, and Google Photos. Plus, with Google One, you get extra benefits and can share your membership with your family. More information on Google One is available from Google at https://one.google.com/about. A Google One FAQ is available at https://one.google.com/faq.

With a Google One account in place you can use the Google Takeout method to transfer data from g.syr.edu.  However, they will have a new email address won't be able to use the <user>@g.syr.edu anymore.

Use of your g.syr.edu Gmail address

Review where/how you have used or provided your g.syr.edu Gmail address for personal activity. This includes Google and non-Google services such as: banking or financial institution contact; family, friends, business contacts; ownership and/or access to YouTube video/channels; as a password recovery method or in a multi-factor authorization process;

Google Help References

• Copy content from your school account to another account - ttps://support.google.com/accounts/answer/6386856.
• This Google Support page, https://support.google.com/accounts/answer/6386856, has additional information on how to transfer data as an end-user (scroll down) including:
  • Analytics
  • Calendar
  • Contacts
  • Drive
  • Sites
  • YouTube
  • Other Google data
• Do you need to create a downloadable archive in a specific format (ie. Dropbox or MS OneDrive compatible)?  Look here, https://support.google.com/accounts/answer/3024190.