Google Apps for Education

Last Updated: 09/24/2013

Overview

Our campus is going Google! This project will deliver Google Apps for Education to the CU-Boulder campus and allow the retirement of CULink. Applications will be provisioned based on affiliation (i.e. student, faculty, staff, retiree, alumni, etc.). Email and folders in CULink email accounts belonging to students, retirees and alumni will be migrated from CULink to Google Apps through an automated process. Initially, students will get all the good stuff-- Gmail, Calendar, Contacts, Drive (Docs), Sites, Chat, Groups and more. Faculty and staff aren’t going to be left out. They will initially get Google Apps accounts that allow collaboration with other Google account owners using the same apps students get with the exception of Gmail, Calendar and Contacts. See Description below for breakout of apps by affiliation.

Please note: If you have questions about Google Apps or email in general, please contact the IT Service Center at help@colorado.edu or call 303-735-4357 (5-HELP from a campus phone). Information about the Service Center’s hours and location is online at http://www.colorado.edu/oit/service-center.

Project Status

Completed IT Project

Projected End Date

Wed, 07/31/2013

Project Manager

Christie Drovdal

Description

Google Apps will be provisioned by campus affiliation:

Students: Gmail, Contacts, Calendar, Chat, Groups, Drive (Docs), Sites

Faculty and Staff: Chat, Groups, Drive (Docs), Sites
Faculty and staff Google Apps accounts will allow collaboration with other Google  users across the  same apps students get—Drive, Sites, Chat, Groups, etc. Faculty and staff will not yet be able to choose Gmail as their primary university email account, as there are remaining technical and legal issues to be addressed.

Retirees with accounts on CULink: Gmail, Contacts, Calendar, Chat, Groups, Drive (Docs), Sites

Retirees with accounts on Microsoft Exchange: Chat, Groups, Drive (Docs), Sites

Alumni with Email for Life through CULink: Gmail, Contacts, Calendar, Chat, Groups, Drive (Docs), Sites

Persons of Interest (POIs) with accounts on CULink: Gmail, Contacts, Calendar, Chat, Groups, Drive (Docs), Sites

Click on any of these apps to learn more: Gmail, Calendar, Chat (Talk), Groups, Drive (Docs), Sites

Customer Benefits

  • Quota: Gmail and Calendar come with an obscene amount--25 gigabytes; that’s more than 120 times the quotas on CULink! Your Drive account will have 5 GB.
  • Collaboration: Apps like Groups, Chat, Drive and Sites might actually make online collaboration more effective than face-to-face. Hey, there’s a master’s thesis for you sociology types.
  • Integration: Google Apps fit with the campus online learning environment, Desire2Learn, like a well-worn pair of leather pants.
  • Everyone on our campus will have a Google Apps account tied to their IdentiKey account; no more guessing if the person on the other end has compatible programs to view, comment and edit your document.

Migration Paths

Students: will be able to choose when their CULink account is migrated to Google through an automated process. Students who do not chose a date for migration will have their accounts migrated as part of a bulk process. See Project Timeline below for more specific timing of migrations.

Faculty and Staff (w/ accounts or forwards on CULink): the University Records Retention policy stipulates that employee email is a university record subject to retention processes according to state law. Therefore faculty and staff accounts, that store email on CULink, will be migrated to the campus Microsoft Exchange service.*
* For those who forward email to an approved domain (see the Delivery Locations & Forwarding FAQ), the forward address will automatically become the new email delivery location in the campus identity management service.Delivery of email will not change.
* For those who forward email to a non-approved domain (see the Delivery & Forwarding FAQ), you are encouraged to utilize the campus service for email and calendaring, Microsoft Exchange. However, if faculty or staff members determine that use of the CU-Boulder email service interferes with their ability to pursue their academic or research activities, they can request an exception.

Retirees (w/ accounts on CULink): will be able to choose when their CULink account is migrated to Google through an automated process. Students who do not chose a date for migration will have their accounts migrated as part of a bulk process. See Project Timeline below for more specific timing of migrations.

Alumni: will have their accounts migrated as part of a bulk process. See Project Timeline below for more specific timing of migrations.

Accounts on CULink that forward but don’t store email on CULink: Since there is no email on CULink, the forward address will automatically become the new delivery location for email in the identity management service.Delivery of email will not change.

Project Timeline

Provisioning of Google Apps Accounts: late December 2012

Self-Initiated Migration from CULink: January 2013 to April 2013

Bulk Migration of Remaining CULink Accounts: May to September 2013

This timeline is tentative at this time. More specific information about the timing of the above activities will be posted on the OIT homepage (www.colorado.edu/oit), the CULink login page, MyCUInfo, and in CU-Boulder Today.