Important actions for shared Google Calendars

On behalf of our colleagues in the Office of Information Technology (OIT)

Dear HR practitioners, 

In January, Google changed how secondary (i.e. shared) Google Calendars are owned and this change may result in the unintended loss of access to shared calendars if no action is taken. Secondary Google Calendars are now owned by the individual account that created them. If a calendar owner leaves CU Boulder and ownership has not been transferred, the calendar will be permanently deleted when the owner’s CU Boulder Google account is deleted.

We are highlighting this now because on Wednesday, Feb. 25, OIT communicated to about 130,000 people who are no longer entitled to Google access, and just about 4,000 of them own some secondary calendars. OIT will be instructing these people to review their secondary Google Calendars and transfer ownership of still-in-use calendars to an active CU Boulder-affiliated user before their Google account is deleted. We have included information about how to transfer ownership of shared calendars on the Google Workspace FAQ page.

March 25, 2026: Thirty days from now, on March 25, these nearly 4,000 accounts will be disabled, which will make the calendars no longer visible, but they will still be restorable. 

April 24, 2026: Thirty days after that, on April 24, the calendars will be deleted when the owner’s Google account is deleted. Failure to transfer ownership of secondary Google Calendars could result in shared teams and departments losing access to critical scheduling information. 

If you know someone who left the university in the past few years who might own an important shared calendar that should be transferred, you can contact OIT’s Google Service Administrator, Joel Criger, to see if that person is part of this account deletion group.

Thank you, 

The Office of Information Technology