How the Google Drive Service Deactivated During the Student Graduation Process?

When students are marked as “graduated” in the Student Information System, they are notified that their OneDrive / Google Drive services will be deactivated. They are informed that only their Email and KUSIS access will remain active.

Graduates are given 6 months to transfer their data.
For detailed information on exporting data, please click the link.

Email sent to faculty members

Subject: BT /IT: Öğretim Üyelerimiz Dikkatine / Attention to Our Faculty Members

Dear Faculty Members, 

As you can see in the announcement below, the cloud storage service provided to our graduates has ended. The necessary information was provided to our graduates. 

If you have data regarding institutional/academic studies in the cloud storage areas used by our graduates, we recommend you to request this information from the graduates as soon as possible. 

If the data is not backed up by graduates, you can send an e-mail to it@ku.edu.tr until the end of this week.  

Previous Announcement

Best regards 

Information Technology

For questions and help:
Ticket: https://trackit.ku.edu.tr
E-mail: it@ku.edu.tr
Phone: 1111 veya +90-212 338 1111

Email sent to graduating students

Subject:  BT / IT  - Mezunlara Verilen IT Hizmetleri Güncellemesi / IT Services Update for Graduates

Dear Alumni,

We want to inform you about the changes made to the services previously provided to universities by Google and Microsoft under educational licenses (Microsoft OneDrive/SharePoint/Google Drive). Due to the changes made by Microsoft and Google, a specific capacity was defined for universities to cover all services, and, as you know, unlimited capacity usage was terminated.

The IT and University Management have evaluated the services we can offer to our institutional accounts, and based on the decisions made, we will terminate the Google Drive and OneDrive services provided to you on xx.yy.zzzz. At the end of the period, the data in your account will be permanently deleted

According to the instructions specified below, you must remove the files from your Koç University account, transfer them to another service, and delete them by xx.yy.zzzz. If your data is not deleted, all your data will be transferred to an account managed by IT and deleted. Suppose you have data regarding shared institutional/academic studies. In that case, we kindly ask you to forward it to the educational/administrative personnel you work with so that they can back it up as soon as possible.

You can find all our procedures here
Microsoft OneDrive Download Method: Microsoft OneDrive Download Help
Microsoft OneDrive Deletion Method: Microsoft OneDrive Deletion Help
You can find Google Drive help articles here

What Is the Concept of File Ownership in Google Drive and How Does It Work?

In Google Drive, the person who creates or uploads a file or folder is considered its owner.
Even if you create a folder yourself, any files uploaded into that folder by other users remain owned by those users.

Example: Folders Created by an Academic and Shared with a Student

How is the Google Drive Deletion Process for Graduates Applied?

For students who graduated in 2023 or earlier, Google Drive access was restricted, and their Google Drive data was gradually deleted.

The deletion process is carried out in two steps:

1. Ownership Transfer

All files that belong solely to the grad students are transferred to the MyKU Admin account, which the IT department manages.

Then, the deletion process is carried out for the data belonging to the graduated student.
During the deletion process, the files created by the student (Folder 1.1 and File 1.1.1) are removed. The file created by the Academic inside Folder 1.1 (File 1.1.2) is moved to the Academic’s My Drive (root directory). You can check this location.

No action has been taken on the data for students who graduated in 2024 or later, or who are still active.

How can I find files shared with graduates or files I share with them?

Files owned by the MyKU Admin account appear as shown below.

First Method

When you access the Google Drive → Shared with me section via the web interface,
Here, you can identify the files owned by MyKU Admin.
Note: You will see all files shared across Koç University

Second Method

Open Google Drive. In the Search in Drive box at the top, type sharedwith:yourusername@ku.edu.tr into the Search bar and check whether there are any files whose ownership is assigned to MyKU Admin.

Third Method

Open Google Drive. In the Search in Drive box at the top, type the mail-admin@ku.edu.tr address.

Fourth Method

You can check the "Activity" history of the folder you shared with your student.

How Should You Request Files That Were Shared with Alumni and Deleted?

Files that previously belonged to alumni, were deleted, and have a creation date within the last 10 years can only be restored upon request if the following information is provided:

The file owner and the account information with which the file was shared

The file name

Since the deletion was performed by transferring file ownership to the MyKu Admin user, files belonging to alumni cannot be restored to their original folder hierarchy prior to the deletion. This is due to how the system operates.

If you identify any files of this type, you may submit a request by emailing it@ku.edu.tr