Standards & Terms of Use: Google Workspace and Microsoft 365

Standards & Terms of Use
Google Workspace and Microsoft 365

This service is provided to support academic, research, and employment activities across the
university. Prior to use, participants should review the following terms, which supplement the
technology use agreements accepted at the time of �㽶��Ƶcredentials (�㽶��ƵID) activation.
By logging in and using UA’s Google Workspace or Microsoft 365, each user agrees to the
following usage guidelines:

I. Use of �㽶��ƵGoogle Workspace and Microsoft 365
II. User Storage Limits
III. User Data Access and Retention
IV. Privacy Statement

V. Enforcement
VI. Related University of Alaska IT Standards & Policies
VII. Related Documents and Resources
Lifecycle and Contacts

I. Use of �㽶��ƵGoogle Workspace and Microsoft 365

�㽶��ƵGoogle Workspace and Microsoft 365 are available only to current �㽶��Ƶstudents, faculty, and
staff with an active �㽶��ƵID. Authorized users must:

Use �㽶��ƵGoogle Workspace and Microsoft 365 only for university-related work and
academic purposes. Personal or unrelated storage is not supported.
Acknowledge and accept that they are responsible for what happens to their Google
Workspace and Microsoft 365 data. Before your affiliation with the University ends, it is
recommended that you take action based on role:
- Students: should migrate personal Google Workspace or OneDrive content to
  personal storage;
- Employees: should ensure all shared documents and resources are moved to a
  department shared drive or similar resource to prevent potential disruptions.

The University of Alaska is not responsible for lost data. Contact your local IT help desk
for further guidance on data storage options.

Consult local IT Support Desks, policies, and standards to determine what applications
and support is available to them as a user. (Note: not all Workspace or Microsoft 365
applications may available to all users)
Share documents with non-�㽶��Ƶcollaborators carefully. Non-�㽶��Ƶusers may be subject to
different Google and Microsoft 365 terms of service and may not be bound by UA
protections.

II. User Storage Limits

Role	Service and Storage Limits
Employees (Faculty & Staff)	15 GB
Emeritus	15 GB
New Admits	1 GB (email only)
Students	5 GB
Alumni	1 GB (email only)
Retirees	1 GB (email only)
Affiliates	1 GB (email only)
Sponsored	1 GB (email only)
Board of Regents	15 GB

*Affiliates and Sponsored Accounts are third-party accounts that need temporary or termed access.
For shared drives and exceptions contact your local IT help desk (//).

III. User Data Access and Retention

Role	Access	Data Retention
Employees (Staff)	Revoked at employment termination	180 days post termination
Employees (Faculty)	Revoked at employment termination	365 days post termination
Students	Revoked 90 days after the last enrollment period	730 days following the last active term.
Emeritus	Access granted by departments and reviewed annually. Access terminates at death or upon request.	180 days
Alumni	Students transitioning to Alumni have 90 days to reduce usage to Alumni 1 GB email only (no drive access) limit.	730 days from time of last activity
Retirees	Access terminates at death or upon request. Accounts are limited to email-only use within assigned quotas.	180 days
Affiliates and Sponsored Accounts	Access terminates at end of relationship date Accounts are limited to email-only use within assigned quotas.	90 days
Board of Regents	Revoked at the end of term.	180 days

Note: For business continuity, delegated access to email and data may be granted for up to 180 days with supervisor approval

Requests for exceptions to these quotas and retention policies should be sent to your IT Helpdesk.

IV. Privacy Statement

The University of Alaska values the privacy of its students, faculty, and staff while balancing legal, ethical, and operational requirements.

�㽶��ƵGoogle Workspace and Microsoft 365 administrators may monitor activity for system management and security.
�㽶��Ƶadministrators may access user data for business purposes, in accordance with BOR Policy.
Data stored or published in �㽶��ƵGoogle Workspace or Microsoft 365 may be subject to the Alaska Public Records Act and the: BOR Chapter 02.07 Information Resources policy.
Content may also be subject to FERPA, HIPAA, and other applicable privacy laws.
�㽶��Ƶmaintains a non-retaliation policy noted in BOR Chapter 01.02 General Provisions.
Access to User Content: Access to another user’s workspace and data is governed by BOR Policy 02.07.060(G) and requires a valid request submitted to and approved by Human Resources.

V. Enforcement

�㽶��Ƶmay suspend or terminate access if there is evidence or reasonable suspicion of violations of applicable federal/state law, BOR Policies, University Regulations, or this Standard.
Violations may result in disciplinary action, up to and including termination for cause and/or referral for legal investigation.
Concerns about violations may be reported to the .
These Terms of Use may change without notice. Users are responsible for reviewing updates to remain compliant.

VI. Related University of Alaska IT Standards & Policies

All users of �㽶��ƵInformation Technology resources are required to:

Follow the �㽶��ƵAcceptable Use of Information Resources and Administrative Guidelines: Use of Email
Comply with copyright and intellectual property policies. See the �㽶��ƵBOR Intellectual Property and Copyright Policy.
Keep your accounts secure by practicing the password hygiene detailed in UA’s Password and Authentication Standard. Protect account credentials. If login credentials are compromised, �㽶��Ƶmay disable access until new credentials are issued.
Access restricted or legally protected data without proper authorization and controls.
For Students:
- BOR Policy Chapter 09.02: Student Rights & Responsibilities / Code of Conduct.
- Each �㽶��Ƶcampus’s student code of conduct (, , ).

Comply with the following:

For Employees:

Protect the privacy and confidentiality of student, employee, patient, and other institutional data as required by laws such as (Family Educational Rights and Privacy Act) and (Health Insurance Portability and Accountability Act).
Follow �㽶��ƵData Classification Standards for determining appropriate data storage and protection levels.

VII. Related Documents and Resources

Lifecycle and Contacts

Standard Owner: �㽶��ƵOffice of Information Technology

Approval Authority: �㽶��ƵCITO (Chief Information Technology Officer)

Standard Contact:

Approved: May 2026

Effective: May 2026

Next Review: May 2028 (or as major service changes occur)

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