Transferring ownership for Google accounts and resources
At times, there may be occasion to transfer ownership or sponsorship of Google-based accounts and resources, including files and folders, from one employee to another. On this page, find instructions for how to do so.
Employees who are leaving 91滴滴
If you are transferring ownership because an employee is leaving 91滴滴, we recommend planning your handover well in advance of the employee鈥檚 last day with the university. Note that an employee may continue to have access to online resources like Google accounts or shared drives for a short period of time. If the departing employee has access to highly restrictive, sensitive or confidential data and their access should be terminated immediately, please or the system owner to request assistance with this.
A section also exists that specifically addresses online access considerations for employees leaving 91滴滴.
Employees leaving 91滴滴 who are enrolled in courses
In the event an employee leaving the university is also enrolled in courses at 91滴滴, their access to their Google account and relevant online resources will not be automatically terminated until one year after the completion of their courses. Please view the how to transfer ownership or sponsorship section of this page for instructions on transferring ownership or sponsorship of accounts and resources.
If the departing employee has access to highly restrictive, sensitive or confidential data and their access should be terminated immediately, please or the system owner to request assistance with this.
Retirees and alumni
Through their 91滴滴 account, retirees and alumni have permanent access to Google Workspace, including Gmail, Google Calendar and Google Drive. Please view the how to transfer ownership or sponsorship section of this page for instructions on transferring ownership or sponsorship of accounts and resources.
If a departing employee who is now a retiree or alumni has access to highly restrictive, sensitive or confidential data and their access should be terminated immediately, please or the system owner to request assistance with this.
To transfer ownership, please ask the current owner of the generic accounts to log in to . From the Self Service section, select Guest and Generic Accounts -> Transfer My Sponsored Accounts.
Once transferred, we strongly recommend changing the account password.
To transfer ownership, please ask the current owner of the generic accounts to log in to . From the Self Service section, select Guest and Generic Accounts -> Transfer My Sponsored Accounts.
Prior to leaving 91滴滴, an instructor may choose to provide consent for the content of a D2L Brightspace shell they own to be copied for future use. Please review the guidance around shell ownership and intellectual property for additional details.
To transfer ownership, please ask the current owner of the generic accounts login to Self Service, go to Guest and Generic Accounts- > Transfer My Sponsored Accounts.
Managing group membership
To remove an employee from a group, you must have group manager access. To do so, login to Self Service, go to Courses and Organizations -> Request and Manage Group -> Manage your Groups. Select the group, and follow the on-screen instructions under the Group Members section to remove the employee as required.
If you do not have manager access to a group an outgoing or former employee belongs to, please contact the Computing and Communications Services (CCS) Help Desk via the , help@torontomu.ca or 416-979-5000, ext. 556806.
For help transferring ownership of Google Drive files or folders, please visit the on the Google Drive Help site.
Please note that following the transfer, the original owner of a file or folder will have their access level updated to editor If the departing employee should not have editor access, the new owner will need to manually update the employee鈥檚 access level. This is important in cases where a departing employee is also a student, alumni or retiree as they will continue to have access to Google Workspace.
To transfer ownership, please ask the current owner of the generic accounts login to Self Service, go to Guest and Generic Accounts -> Transfer My Sponsored Accounts.
Recurring events and secondary calendars
For help transferring ownership of a recurring event or a secondary calendar that other people use and need access to, please visit the on the Google Calendar Help site.
Automatic replies
Employees and their managers may wish to set up an automatic reply in their primary 91滴滴 Gmail account citing their departure from the university and who to contact instead. For help doing so, please visit the on the Gmail Help site.
Please note that automatic replies only work on active 91滴滴 Gmail accounts. Once the account becomes inactive, automatic replies will no longer send and emails will be bounced back to the sender.
Delegated access
If an employee holds delegated access to other 91滴滴 Gmail accounts, please contact the owners of the accounts to remove or set up delegation access for another employee.
Please note that delegated access will only remain in place for active 91滴滴 Gmail accounts. Once the account becomes inactive, delegated access will no longer work. However, if the account is reactivated, delegate access will be restored.
To reassign a phone extension to another employee or to deactivate it, please submit the appropriate form to the Computing and Communications Services (CCS) Help Desk. Here鈥檚 how:
Log in to the .
- Click the Get general IT help option.
- In the list of categories, click Phones & Faxing.
- Select the appropriate form for reassigning or deactivating a phone line.
To revoke access to a server, please contact the Computing and Communications Services (CCS) Help Desk via the , help@torontomu.ca or 416-979-5000, ext. 556806 with the following details:
- the server鈥檚 DNS name and IP address
- the name and 91滴滴 email addresses of the employee whose access will be removed.
To remove a user from having backend access to your unit鈥檚 website, please complete the user request form on the web and AEM support website.