Identifying Orphaned Calendars

Overview

Managing shared schedules is vital for departmental continuity. This article guides you through identifying the current permissions and ownership of a Google Calendar, specifically when the original owner is no longer with Franklin & Marshall College.

Before you get started

• This process applies to any Google Calendar you have access to via your F&M Google Workspace account.
• If a calendar owner has departed the college, ITS intervention is required to transfer full administrative ownership to a current employee.

How to

Follow these steps to view who has access to a specific calendar and determine if the owner is still active.

Checking Calendar Sharing and Ownership

1. Open your browser and navigate to Google Calendar.
2. On the left-hand sidebar, scroll down to the Other calendars section.
3. Locate the specific calendar you wish to investigate. Hover your mouse over the calendar name to reveal the Options (three vertical dots) icon.
4. Click the Options icon and select Settings.
5. Scroll down to the Share with specific people or groups section.
6. Under the Shared with list, you will see all individuals who have permission to view or manage this calendar.

Note: If the person listed as the primary owner or manager is no longer at the college, you will not be able to change high-level settings yourself.

Requesting an Ownership Transfer

1. Identify the name or email address of the departed employee currently listed in the Shared with section.
2. Note the exact name of the calendar.
3. Follow link to Enter a request to transfer of ownership to a current F&M staff member.

Note: For security reasons, ITS must verify the request before transferring data or administrative rights.

Watch This

Important Notes

• Check Permissions Early: It is best practice to review calendar ownership before an employee leaves the college.
• Access Levels: Only users with Make changes and manage sharing permissions can see the full list of shared users.
• Data Privacy: ITS can only transfer ownership of departmental or shared calendars; personal calendars remain subject to college privacy policies.