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Google for Education

G Suite for Education includes cloud-based services available to all members of the UAS community. G Suite for Education includes privacy provisions not found in its commercial products making it more suitable for educational use (see: https://edu.google.com/trust). Properly used, the G Suite provides collaboration tools with security controls adequate for protecting the University’s public and internal-use data. Visit the Google Guidance document to learn how G Suite should be safely used at UAS.

The tools available in G Suite for Education put an emphasis on digital collaboration without borders. Students, staff, and faculty alike can work on a project from anywhere, saving to the Google Cloud. Groups can collaborate regardless of the distance between them. Instructors can schedule office hours accessible to students across the globe. Google is constantly innovating and improving their services. These resources are available to all University of Alaska users.

G Suite for Education, which is protected by the Privacy and Security policy above, includes the following individually-managed resources for all accounts:

  • Mail
  • Calendar
  • Contacts
  • Hangouts
  • Drive
  • Docs
  • Slides
  • Sheets
  • Forms
  • Keep

To streamline management of collaborative content, UAS also has departmentally-managed resources upon request. View our UA Google for Employees page for information about these resources:

  • Google Fileshare
  • Google Resource Calendar
  • Departmental Email
  • Distribution lists

Google has a strict policy on Privacy and Security, ensuring the safety of information present on their servers. Please be aware that Google isn't right for everything. Do not include educational records, medical records, counseling notes, protected research, credit card/banking numbers, SSNs, and other restricted data in the Google environment.

Click here for guidelines of best Google practices.

Click here for Google Guidance.

The following tools are available to all individuals with a UA Google account. To work on content collaboratively, check your share settings for the folder, doc, sheet, or slide. Students in a group project can collaborate simultaneously from their homes using this cloud hosted service! If you are in a department, club, or UA organization that is using these tools as a group, please review the Google Guidance document and consider using a Google Fileshare or Resource Calendar to consolidate management efforts.

  • Mail: This is your university provisioned email account. Email addresses are your UA username@alaska.edu. Check the Email page for additional information.
  • Calendar: A time-management and scheduling service integrated with other Google services.
  • Contacts: A contact management tool where you can quickly add people from the UA system
  • Hangouts: A communication platform that includes instant messaging, video chat, and screen sharing.
  • Drive: Store documents, spreadsheets, presentations, and other file types to access from any computer with internet access. You can also share your work with other users.
  • Docs: A word processor program that allows you to create, edit, and review documents. Docs can be downloaded as .pdfs, .docx, and other common formats.
  • Slides: A slideshow presentation program that allows you to create, edit, and review slideshow presentations. Slides can be downloaded as common formats such as .pptx and .jpeg.
  • Sheets: A spreadsheet program that allows you to create, edit, and review spreadsheets. Sheets can be downloaded as common formats such as .xlsx and .pdf.
  • Forms: Create and analyze surveys. Customize forms that include event registration, contact information, surveys, course evaluation.
  • Keep: Note taking service with reminder capabilities.

Individual Email Accounts

All UA accounts are provided a UA Google email account. This gives everyone email access with unlimited storage on Google. 

You can access your account at http://google.alaska.edu, or connecting your preferred email client.

Check out our Email page for more information!

Delegated Email Accounts

Delegated email accounts can be created for access to a shared email inbox. These are commonly used by departments, student clubs, and other University groups. Access is managed through our centralized Group Security Manager, ensuring centralized administration throughout the organization.

Check out our Google for Employees page for more information!

Access

Google applications can be accessed by logging into the MyUAS Ribbon from the top of this page and clicking the pop-up menu (My UAS Icon). Choose Drive, Calendar, or other tools from the pop-out list.

UA Google accounts have to be considered active at all times, in order to better manage workplace accountability.

Calendar

Personal calendars can be adjusted by their owner. From Google Calendars:

  1. In the left navigation bar, locate the calendar you wish to share access to.
  2. Click the arrow beside the calendar.
  3. Select Share this Calendar.
  4. Under Share with specific people, search for the person.
    • (You can look up UA people by name or email address.)
  5. Select the Permission Settings you want to grant them.
  6. Click Save

Resource Calendar access is managed through the Group Security Manager tool, but calendars can be set to public so that people within the university can access free/busy content.

You can see the calendars you have access to through Google Calendars. On the left navigation bar, you can see My calendars as well as Other calendars that have been shared with you. You can use the search field in Other calendars to add additional UA Google calendars, such as calendars for coworkers and Resource Calendars. You can search these calendars either by name or email address. By default you will be able to tell when a calendar is free or busy, without any details about specific events. If you are using Outlook, it will match your currently available calendars next time it synchronizes.

When you edit an event in Google Calendar, an option to Add guests appears on the right. Enter the name or email address of the people you wish to invite and click Save. You will be asked if you'd like to send invitations to guests. They will receive an email to confirm their attendance. They can choose Yes, Maybe, or No, and will automatically be added to their Google Calendar based on their answer. You can confirm their status by looking at the event in your own calendar.

When editing a specific event, you can select from Googles color options in the Event color field, with the first color being the default for that calendar. You can customize each calendar in the Calendar Settings drop-down menu with a wider variety of color options.

Yes, Google and Outlook both allow viewing and editing of several calendars simultaneously. Click the box next to each calendar on the left My Calendars menu to toggle on/off each calendar.

Google has a handy resource called Appointment Slots (more information on Google's website). This allows you to set specific time frames where people can schedule their own time to meet with you. From Google Calendars:

  1. Select the start of your appointment time frame.
  2. In the top of the event window, click Appointment slots.
  3. Select the calendar you wish to place it on from the drop-down menu.
  4. Select the appointment duration: you can set it as one slot, or divide into equal increments.
  5. Click Edit Details and fill in any remaining details.
  6. Provide the Appointments link your audience.

You can access your Google Calendars in Outlook through Google's G Suite Sync for Microsoft Office (formerly GASMO). This program automatically synchronizes Outlook with your Google account, including Email, Contacts, and Calendar. For more information, see the UA Google Access section of the Email page.

You can access your Calendars through your Google account, though specifics vary by device. Webmail access is available in your browser, or you can connect via various apps. Specific instructions for various devices can be found in the Mobile section of the Email page.

On the left navigation bar, locate and select the calendar you wish to remove. If you don't want to see it now but intend to use it later, click the box on the left to remove it from the calendars present. If you want to remove it entirely, click the arrow for the drop-down menu, and select Hide this calendar from the list.

Google allows you to edit either a single event, or all the repeated entries. In Google Calendars, you can edit Only this instance, All following events, or All events in the series. In Outlook, you can edit the Occurrence or the entire Series, respectively.

Yes, you can connect to the same list of calendars on any supported device. 

iPhone:

  • Go to Settings > Accounts and Passwords > Add Account > Google
  • Under Enter your email, use your username@alaska.edu, click Next
  • Enter your UA Username and Password
  • Click Save
  • Select  Turn Calendar sync on
  • Go to the Google Calendar for iPhone page to pick which calendars you want to sync with your UA Account (you will be prompted to log), then click save. 
    • Calendars won't appear right away, but will gradually appear within a couple minutes as background processes complete. 

Android: 

Step 1: In the App Drawer

    • In Android 2.3 and 4.0, tap on Accounts & sync 
    • In Android 4.1, tap Add account under the Accounts category 
    • Click Corporate
    • Enter your email address and password
    • The dialogue may expand asking for similar settings. Confirm your username and password are correct. 
    • Select which services to sync, then tap done

Step 2: In the Calendar App itself 

    • tap on the menu icon to bring up a dialogue with the calendar items to display
    • tap the boxes next to the calendars you want to display
    • If managing multiple accounts tap Calendars to sync to bring up complete list of accounts available. 

Fileshare

Google Drive is a Google-provided tool to store, edit, and collaborate on personal documents online. UAS provides the Google Fileshare tool, which allows departments and group to control access to specific Google Drive locations from a centralized tool: Group Security Manager.

No, there is not a size limit to what you can place on a Google Fileshare.

Creating new folders inside a Google Fileshare is the same as in Google Drive. Click the New button in the upper left, and select Folder. Enter the name of the folder and click Create. This creates a new folder inside the fileshare that shares the same access permissions. An automated process will change the Owner listed on the folder to match the fileshare's setting.

All files stored on Google Drive are saved to Google servers, not UAS servers. This includes Google Fileshares. Be aware of this when choosing where to save your files.

Google is great for sharing and collaborating, but it is not a good storage location for sensitive information. Consider if your document contains personal data or materials that should not be released to the public, in accordance to FERPA regulations. For more information, check out the Google Guidance document.

Everyone granted access to the Google Fileshare can view, copy, and edit documents. If you want to provide special read-only access to particular people not within the group, you can share using standard google sharing techniques.

Google Fileshares are designed with current University groups in mind. Access is tied to University accounts, and not designated for outside use. Instead, you can create and manage your own Google Drive folders which do not require authenticated access.

Management

Access is managed by adding and removing people from a group. This group access is managed by someone within the department through the use of Group Security Manager through UAS Online.

Creating a Resource Calendar or Google Fileshare allows account access to be controlled from a central location. Multiple resources can be managed in the same location, or even the same list of people, and will update according to UA account status.

Fill out and submit the Google resources Request Form. The IT Helpdesk will contact you about your request.

You can grant other people direct access to your personal calendars. You can grant specific individuals various levels of control, from hiding all details to creating and editing all your events.

Administrator access can be granted to multiple individuals in Group Security Manager. Having several individuals as admin allows you to control the workload and cover availability.

Being granted admin access does not grant access to the content. From UAS Online, go through Group Security Manager and add yourself to the User list.

Accounts are set to automatically expire after a certain amount of time. Every night, an automated process extends all active accounts by a day. As long as the account is still considered active, they will still have account access.

For more information, check the Accounts page.

 

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