Google Workspace for RPI.edu Accounts

Important Information Regarding your @rpi.edu Google Account

Rensselaer Polytechnic Institute (RPI) IT is committed to maintaining a secure and reliable digital environment for our entire community. To enhance our security and data integrity, RPI will obtain official administrative control of the rpi.edu domain within Google Workspace. This article explains what this means for people with Google Accounts associated with an @rpi.edu email address.

What's happening and why is RPI doing this?

RPI is taking official administrative control of the rpi.edu domain within Google Workspace. Currently, some Google Accounts using @rpi.edu email addresses are personal, unmanaged accounts. Now that RPI has initiated this process, all existing google accounts using an @rpi.edu email address have be converted to free consumer google workspace accounts. Emails were sent out from google to all the @rpi.edu email address used for google account. 

By taking administrative control, RPI will gain the necessary capabilities to manage future use of Google Workspace for the RPI community as appropriate. After the process completes, RPI will be able to manage @rpi.edu accounts within its Google Workspace environment.  At this time, with a few exceptions, Google services are not generally available to the community .  Future uses will be evaluated to ensure alignment with policy and strategy. 

Key points to understand:

• This Consumer Account is Free: This conversion to a consumer account does not come with any charges. Google consumer accounts are free to use.
• Your Data Remains Accessible: All of your data (emails, documents, photos, etc.) within your Google Account remains accessible to you, just as it was before.
• RPI is Not Accessing Your Account Data: RPI IT did not and will not access the data within your personal Google Account as part of this domain takeover process.
• Why This Conversion? This is a standard process from Google when an organization takes ownership of a domain. It separates personal, unmanaged accounts from the organization's managed environment.

The three options moving forward are:

1. Convert to a Managed RPI Google Account 

Appropriate for individuals who actively engage in RPI related business using their @rpi.edu Google account and require integration with RPI Google Workspace services. 

• What it is: RPI can invite community members to convert their free consumer Google Account into a managed Google Workspace account under the rpi.edu domain, managed by RPI.
• Who might be invited: This option may be relevant for individuals who:
  • Use their google account to actively collaborate with RPI in an official capacity.
  • The @rpi.edu google account needs access to RPI resources/services in Google Workspace.
  • Whose use of their @rpi.edu Google Account is primarily related to RPI activities.
• Potential Benefits :
  • Seamless integration with RPI Google Workspace services.
  • Alignment with RPI’s official Google Workspace environment.
  • Google Workspace for Education is free and you will not be charged for your account.
• Data : If you choose to become a managed account, we will review with you if the data in your account should be migrated to your managed RPI account. Please note: Migrations are not always necessary or desired.
• Invitation Process: If you would like to become a managed account under the rpi.edu domain, please submit a Support Request with that request.

2.  Maintain Your Free Consumer Account

Appropriate for individuals who primarily use their @rpi.edu Google Account for personal use and do not require integration with RPI's Google Workspace.

• • What it is: You can continue using your Google Account as a free consumer account, just as you always have. 
  • Key Action Required: To ensure proper domain management and prevent conflicts with RPI’s Google Workspace, you will need to change the primary email address associated with your Google Account to one that is not @rpi.edu.
  • Why Change Your Email Address? Because RPI now owns and manages the rpi.edu domain in Google Workspace, personal Google Accounts cannot use @rpi.edu as their primary email. This is a technical requirement from Google to ensure domain management and prevent conflicts.
  • Changing Your Email is Easy: You can change the primary email address for your Google Account at any time in your Google Account settings.  Instructions for changing your email address can be found at this link.

3.  Delete your account

Appropriate for individuals who are not using their @rpi.edu Google account.

• • If your account is no longer used, please backup data you may need, if any, and delete the account with Google. Please see this article for instructions on deleting your google account. 

Data Privacy and Security Notes

• RPI has no access to your current Google data:  RPI has not accessed and will/can not access the data in your current Google Account as part of this domain takeover process.
• Consumer Account Security: Your consumer Google Account remains under your control and is subject to Google’s privacy policies and security measures.
• Managed Account Security (if you choose option 1 above): If you transition to a managed RPI account, it will be subject to RPI’s policies, which are designed to protect institutional data and user privacy.

Frequently Asked Questions (FAQ)

• Will I lose any of my data? No. Your data in your Google Account is safe and will remain accessible to you.
• Will I be charged for my consumer account? No. Consumer Google Accounts are free.
• What if I don’t want to change my email address for my consumer account? To ensure proper domain management by RPI, changing your primary email address away from @rpi.edu is necessary if you wish to continue using your Google Account as a consumer account.
• Can I keep using my @rpi.edu email address for email? Yes, but only if you become a managed RPI account. If you remain a consumer account, you will need to use a different email address for your Google Account itself.

Need Help or Have Questions?

If you have any questions, concerns, or require assistance with any of these changes, please submit a Support Request.

We appreciate your understanding and cooperation as we take these important steps to enhance the security and integrity of RPI's digital environment.

Last Reviewed:   07-Feb-2025