1/18 KIC Meeting Agenda and Notes

9:00-9:05am

Introductions

9:05-9:35am

presenters - Karl Brown, Susan Herder, Doug Erickson

Mounds View transition to Google Apps and the Google Apps for Education Certification program.

http://edutraining.googleapps.com/

-Mounds View is moving to apps as their primary email service in fall, 2011.

Mounds View’s presentation

Contact information is on the last slide.

9:35-9:45am

Break

9:45-10:15am

presenters - Christopher Kane, Bernard Gulacheck, and Ellen Puffe

U of M transition to Google Apps, specifically addressing issues/concerns about privacy/security

http://www.oit.umn.edu/google

presentation

U of M Acceptable Use and Data Security

10:15-10:30am

Q&A

  • Is your user agreement very specific to the U of M? When you say you negotiated with Google, were terms of services changed?
  • Why not Microsoft 365?
  • Are you handling the additional services?
  • How do you deal with secure file and information transfer?
  • Are you auditing user behavior to assure people are complying with secure data management practices?
  • Email foldering issues and content organization on transition and transfer?
  • Are users allowed to setup alternate email profiles as one does with google outside of the enterprise domain?  How do you address accountability where one can create semi-anonymous identity?
  • How do you deal with graduating students and their work/account?
  • How are the domains handled across campuses? sub-domains and administration?
  • Has the amount of training documentation available for google apps reduced the workload/training with students/staff?
  • Do you train any of the students in Google Apps for Education?
  • How do you back up / archive docs - beyond email / Postini services?
  • Are you aware of how Google docs is working with the iPad deployment in the College of Education?
  • Talk with David Ernst for more detail :-)
  • Would be good to have him at an upcomming KIC meeting
  • Have you experienced significant outages of Google apps / services and how hard has it been to get support with any significant issues?
  • Do you do any auto-grouping that allows instructors to email and share with groups of students easily?

10:30-10:40am

File Sharing survey follow-up.  Find survey here.

Survey results - please feel free to highlight items you would like to discuss or follow up on

10:40-11:00am

KIC agenda planning for Feb-May 2011

11:15am

Lunch and Learn Post Meeting with FirstTech.  We will be discussing Promethean's recent announcement of their next-generation ActivBoard 500 which combines pen and touch inputs.  We will also discuss ActivInspire 1.5.

Moundsview moving from Groupwise--is it possible to get the link or info to the presentation?

Why did Mounds View decide to drop Groupwise?  What issues did Google Apps specifically solve?

Mail migration - what are other districts doing / what have you done?

SSO - Anyone using OpenDirectory?

Edina has stuck with Outlook and we forward Gmail to Outlook as Gmail is not archived for us

Interested in a Google Apps for Education Users Group?  Molly, Ben and Sean are organizing a Regional Users group in collaboration with Google.  Sign up on this form to find out more information when it is available.

U of MN presentation:

Initiative started in 2008 seeking to outsource student email solution and Google Apps was seen as viable.  Once the students got there, the staff (summer 2010) wanted to be there for collaboration, calendar and communication purposes.  Now supporting 43K+

Concerns: Risk-related issues re:security.  Also, the University is more conservative in deciding when to update new features or “turn on” Google’s commercial applications. Increased bandwidth usage has not seemed to be affected, except concerns on Google’s end (Osseo has seen this).

Advantages: Cost-saving, collaborative, periodic updates in latest features.  Efficiency with ONE simple system (thus, not offering Microsoft 365, for example).

Roll out:

Stage 1 = Talk about it.  Say it is coming.  Keep private information OUT of Google Apps (i.e. grades).  Privacy and Acceptable Use policies as living documents communicated to students and staff.

Stage 2 = Initial implementation on an “opt in” basis with sign in page and Google agreement.  Training a group sessions across campus.  Weekly communications with IT support.  Co-ordinate campuses across the state are included, Duluth, Morris, etc. (each has its own domain, but is managed by TC campus IT).

Stage 3 = Final push with everyone included in the system by June 2011.  Refer questions and needs to Google Help as much as possible, ex. individuals connecting their mobile devices to the system. **Distinguish use of Google spaces vs. secured University systems.  Have IT point people (leaders) in each college, each department, etc. as specialized support people.

IT issues: using the Google SAS70 II.  Worked with Google and the University’s internal auditor and compliance teams.  Districts can piggyback on the U of M due diligence in their implementation.

For all who are interested here is a link to information on retention schedules.  I am not totally certain that this answers are here but it appears to be a useful resource: State Retention Schedules