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Over the past several years, there have been unpreceded changes across higher education that range from extreme financial challenges due to low enrollment, increased regulatory mandates, and an increase in the number of security threats (e.g. phishing attacks) that have required us to make difficult decisions to ensure the University is able to continue to provide a safe, secure, and user-friendly computing environment for the entire campus community.

What are the approximate cost savings for the University that are associated with these changes?

The cost savings associated with these changes are well over an estimated million dollars annually. These estimated savings include Google licensing, Duo Multi-factor Authentication licensing to protect all Fredonia accounts as required by the campus Cyber insurance as well as regulatory requirements, and IT support staff needed for these mission-critical services.

In order to provide close to the same level of data storage to all 22K+ current Fredonia Google Workspace users and protect those accounts adequately, it would cost the University approximately (est. $1,056,000 Google licensing + $75,000 Duo MFA licensing) $1,131,000 annually.

How did the University prioritize these cost savings relative to other expenditures at SUNY Fredonia?

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• Please visit the Using Microsoft OneDrive for more information.

• Please visit the complete list of University Approved Data Storage Services for more information.

• All University data should be stored in accordance with State University of New York Records Management, Records Retention and Disposition requirements. 

How do I get assistance?

• Beginning February 28, 2022, at 2:30 pm ITS will begin offering weekly Google Storage Training sessions via Zoom for the campus community. Please visit the ITS Training Calendar to register!

• Please review the alternative storage services available for the campus for more information.

• Please refer to the Fredonia Google Workspace Storage FAQ for more information.  

What actions do users need to take?

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For Visitors and Student Association Organizations:

• Visitor and SA Organization accounts will Organization account will be limited to 5 GB of email. You must reduce your Gmail storage below 5 GB and move files stored in Drive or other Google Workspace applications to a new location to help you get below your quota.
  

Can exceptions be made for individuals that are not able to meet the new quota limitations?

In order to address this change imposed by Google, the University recently purchased a subscription to Google Education Plus that permitted the campus the ability to provide the above-noted quotas. If a user has storage needs that exceed the limitations noted in this document, please send an email to Tracker@fredonia.edu so that ITS can discuss appropriate options.

It is important to note that as of March 29, 2022, out of the over 22,000 current Fredonia Google workspace users 8.1% are currently using more than 15GB of Google storage.

What is the current cost of the campus Google Workspace and Duo MFA licensing?

Fredonia is currently working to decrease the 22,000 Google Workspace accounts to approximately 10,000 by July 1, 2022. These accounts include students, faculty, staff, alumni, emeritus, affiliates, and departmental accounts. 

Using 10,000 Fredonia Google Workspace accounts the costs include the following:

• Google Workspace Education Plus Ed. - $4.26 x 10,000 accounts = est. $42,600 paid annually

• Duo Multi-Factor Authentication (MFA) - $4.40 x 10,000 accounts = est. $44,000 paid annually

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What actions are required by users that are still above Google quotas?

Each Google Workspace user must review their Fredonia Google Workspace storage before June 30, 2023, and, if necessary:

• Move or delete Gmail content to fall under the storage quota 

• Move or delete content stored in Drive below the storage quota

• It is recommended that users get their storage below 75% of their quota allowance to provide for continuity of services. 

What if I need more data storage above the established quotas?

If users need additional storage or exception to the established quotas after they have reviewed the SUNY Fredonia Data Storage Services, then they should follow the belowData Storage Quota Increase Process. 

Data Storage Quota Increase Process

1. Submit a Data Storage Quota Increase Form. In the Tracker ticket, please provide the justification for the requested additional Google storage and note that it must be for official University business (e.g. instruction, accreditation, regulatory compliance, research, etc.).

2. ITS will review the request and then reach out to the requestor (if needed) for any further clarification.

3. After ITS works directly with the requestor and the quota exemption is still needed, ITS will take the request to the ITAB Digital Storage sub-committee for review and consideration. 

4. If approved, ITS will provide the requested additional storage and provide training as needed. If denied, ITS will review the request with the requestor and then provide training as needed regarding alternative solutions. 

How can I get help?

• Google Storage and Microsoft OneDrive Training sessions are offered via Zoom for the campus community. Please visit the ITS Training Calendar to register!

• Please review the alternative storage services available for the campus for more information.

• Please refer to the Fredonia Google Workspace Storage FAQ for more information.  

Do I Have Any Legal Obligations for Managing Data in My FREDmail Account?

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• No. University retention rules do not apply to students, former students, or alumnus alumni FREDmail accounts. Contents of those accounts may be deleted or managed at the discretion of the account owners. 

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