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 TMU
If you are transferring ownership because an employee is leaving TMU, we recommend planning your handover well in advance of the employee’s 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 contact CCS or the system owner to request assistance with this.
A section also exists that specifically addresses online access considerations for employees leaving TMU.
Employees leaving TMU who are enrolled in courses
In the event an employee leaving the university is also enrolled in courses at TMU, 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 contact CCS or the system owner to request assistance with this.
Retirees and alumni
Through their TMU 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 contact CCS 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 my.torontomu.ca. 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 my.torontomu.ca. From the Self Service section, select Guest and Generic Accounts -> Transfer My Sponsored Accounts.
Prior to leaving TMU, 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 my.torontomu.ca 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 my.torontomu.ca 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 IT Help portal, help@torontomu.ca or 416-979-5000, ext. 556806.
For help transferring ownership of Google Drive files or folders, please visit the how to make someone else the owner of your file page (external link) 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’s 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 my.torontomu.ca 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 transferring Google calendars or events page (external link) on the Google Calendar Help site.
Additional considerations for employees leaving TMU
Automatic replies
Employees and their managers may wish to set up an automatic reply in their primary TMU Gmail account citing their departure from the university and who to contact instead. For help doing so, please visit the send an automatic reply when you're out of office page (external link) on the Gmail Help site.
Please note that automatic replies only work on active TMU 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 TMU 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 TMU 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’s how:
Log in to the IT Help portal.
- 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 IT Help portal, help@torontomu.ca or 416-979-5000, ext. 556806 with the following details:
- the server’s DNS name and IP address
- the name and TMU email addresses of the employee whose access will be removed.
To remove a user from having backend access to your unit’s website, please complete the user request form on the web and AEM support website.