LakerApps - Google Storage Limits Quota Policy

Overview

Google announced a new model for Google Workspace for Education that will end unlimited storage for SUNY Oswego accounts.

Google changed their offering to ensure fair distribution of the storage resources across institutions. Likewise, to maintain a storage level at an acceptable threshold and allow for future growth, the quotas below will be applied to the following groups:

1. It is recommended department, club, and organization accounts utilize a shared drive for document sharing.
2. Retirees can review the Retiree Account FAQs for more information.
3. The quota is for email only. Storage in Google Drive, Photos, and Sites has been discontinued. Alumni can review the "Storage Quotas" section of the Alumni Account FAQs for more information.
4. Shared Drives have a separate quota that does not count towards a user's account quota. All shared drives will require registration. If you own or manage a Shared Drive, or would like to apply for a new one, please complete the Shared Drive Registration Form (link coming soon).

When will the policy be in effect? 

Our original intention for policy implementation was with a start date of February 17, 2025. Based on feedback from our university community, we have decided to postpone implementing storage quotas for faculty, staff, students, departments, student clubs and organizations, and retirees. Implementation of storage quotas will continue as planned for alumni, with ongoing support for those who may have questions. 

Although we have postponed quotas for the above-mentioned groups, we ask you to continue removing any files that are no longer needed. Removing these emails and files will help manage storage efficiently and prepare us for future transitions. To assist you with these efforts, Campus Technology Services (CTS) is now focusing on strategies to help guide data storage decisions that align with your needs, data types, and SUNY record retention guidelines. In late fall 2025, we will reassess quotas based on usage and campus needs.
 

What if I am over quota?

When you're over quota, you have used more storage space than you have available. You can still sign in and access your Google account but with the following restrictions:

• You can't upload new files or images to Google Drive.
• You can't back up any photos and videos to Google Photos.
• Your ability to send and receive email in Gmail can be impacted.
• You can't create new files in collaborative content creation apps like Google Docs, Sheets, Slides, and Forms. Until you reduce your storage usage, nobody can edit or copy your affected files.
• You can't back up new Recorder files.

If you're a teacher who uses Google Classroom and your storage is full:

• You can't create assignments with new files you haven't uploaded or created.
• You can't export grades to Google Sheets.
• Students in a Google Classroom whose teacher account is over quota cannot submit assignments with file attachments.

If you're a student who uses Google Classroom and your storage is full:

• You cannot submit assignments with file attachments
• You cannot access files in assignments that require making a copy of that file.

How can I manage my quota?

Please use the following links to help determine your storage and if necessary, free up storage.

1. Determine your usage.
2. Free up space, looking for emails and files taking up the most space.
3. Empty your trash as Google retains emails and files in the trash for 30 days which still count towards your quota.

Campus Technology Services (CTS) also has information to manage your storage.

Need Help?

Need additional information or assistance? Contact CTS.