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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 the following departmentally-managed resources upon request:


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.

Google Fileshares present UA members and organizations with the means to collaborate and store documents (Google Docs, Sheets, Slides, and Forms are all available) in a web-accessible location that is managed and owned by the University. This brings access management of online documents to specific groups of people or departments within the UA System. Access is managed in the same way as local Fileshares, group emails, and resource calendars through Group Security Manager. Accounts can even be tied to the same group to streamline access management. Once advantage it has over local Fileshares is ease of access. You don't have to be connected to the campus network, just log into Google Drive and start collaborating!

Files maintained in these fileshares are under ownership of the University, rather than any individual account. This means that important documents are retained by the University after an employee leaves.

If you are working with any UA groups or teams that are collaborating in an individual Google drive, it might be time to request a Google Fileshare. Here is some printable information you can take to your next workgroup meeting.

Google Fileshare

When you are ready to have a Google Fileshare created, send the UAS Helpdesk an email with the following information: requested name, Group Manager's Name and Username.

While G Suite for Education includes privacy provisions not found in its commercial products, making it more suitable for educational use, be aware that Google isn't right for everything.

Click here for guidelines of best Google practices.

Click here to view Google Guidance.

Resource Calendars are a great tool for organizing and planning events, schedules, and equipment rentals. A UA provisioned resource calendar will streamline access management for departmental related calendar tasks. Access is managed from a central location in the same manner as local Fileshares, group emails, and Google Fileshares through Group Security Manager. Similar to a Google Fileshare, the Google Calendar can be tied to the same groups or different groups to streamline access management. This brings management of group resources to the university while allowing your entire department to access a shared calendar system.

With a resource calendar, you and your team can:

  • Set Appointments - Do you have departmental office hours and want people to schedule meetings ahead of time? Google has Appointment Slots to help schedule your meetings when you want them.
  • Create Events - Want to establish a meeting for a specific date or is someone's birthday coming up soon? You can create special events within Calendars.
  • Manage Student Schedules - Do you need to make sure your front desk is staffed during hours of operation? Help manage absences, schedule changes, and student shift schedules with a resource calendar.
  • Room Scheduling - Does your department have conference rooms that need to be scheduled in advanced? You can manage room scheduling with a resource calendar.
  • Manage rental equipment - Do you have specialty equipment that you rent or loan out? Manage your equipment with a resource calendar.

If this tool sounds right to you, check out our printable information flyer.

Resource Calendar

When you are ready to have a resource calendar created, send the UAS Helpdesk an email with the following information: requested name, Group Manager/s Name and Username.

While G Suite for Education includes privacy provisions not found in its commercial products, making it more suitible for educational use, be aware that Google isn't right for everything.

Click here for guidelines of best Google practices.

Click here to view Google Guidance.

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.

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 Email 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 them 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 and 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 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 with 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.

From Google Calendars: 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.

Fileshare

Google Drive 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 the Group Security Manager tool (include link to tool) 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.

You can grant other people direct access to your personal calendars. You can grant specific individuals various levels on 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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