Google Apps for Education

Chapter 1: Introduction to Google Apps

Table of Contents

Google Apps for Education

Overview

Google Apps for Education vs. Premier Edition

Products and services included

Complying with the Children's Online Privacy Protection Act (COPPA)

Google Apps accounts vs. Gmail accounts

Google Apps for your domain

Top 10 reasons to use Google Apps

1. Students will love you for it

2. Free up your IT

3. Easy to deploy

4. Save money

5. You're not alone

6. Google protects your privacy

7. Security as powerful as... well, Google

8. Innovation in real-time

9. Collaborate globally

10. We've got your back

Google Apps for Education

Overview

Google Apps for Education is a free suite of hosted communication and collaboration applications designed for schools and universities. Google Apps includes Gmail (webmail services), Google Calendar (shared calendaring), Google Docs (online document, spreadsheet,  presentation, form creation and sharing), Google Video (secure and private video sharing – 10GB free) and Google Sites (team website creation with videos, images, gadgets and documents integration), as well as administrative tools, customer support, and access to APIs to integrate Google Apps with existing IT systems.

A 'hosted' solution means that Google provides all the servers and back-end work, but the services all exist within your school domain. For example, all of your email accounts will have your school domain (@myschool.org), not a Google or Gmail domain (@gmail.com).

With Google Apps for Education, schools no longer need to maintain costly servers and hardware, update and patch software, or pay for school licenses. The entire Google Apps suite is available free of charge to all schools and universities. In addition, schools benefit from the rapid pace of innovation at Google to deliver high quality products and software.*

For additional measures of email security, Google offers built-in configurable objectionable content and content compliance filters for email. Google Message Discovery is also available and is an email archiving product that allows retention of email and is available at a 66% discount to education customers.

*Google has two release tracks that Google Apps administrators can choose from:

Google Apps for Education vs. Premier Edition

Google offers hosted solutions for both educational institutions and businesses.

Google Apps for Education is free of charge to schools – a value of $50/person/year over what we offer to our business customers in Google Apps Premier Edition.

Here is a comparison chart of Education Edition vs. Premier Edition:

Education Edition

Premier Edition

Cost

Free!

$50/user/year

Google Video

10GB

3GB

Google Sites

100GB

10Gb + 500Mb*# of paid users

Message Security-Powered by Postini

Free for K-12 schools

Free for all Premier users

Email Storage

25 GB

25 GB

Products and services included

Google Apps for Education includes:

and even more tools for communication and collaboration.

Complying with the Children's Online Privacy Protection Act (COPPA)

If you are using Google Docs within Google Apps for Education for your school domain, your school assumes the responsibility for complying with COPPA and the information that students submit. When offering online services to children under 13, schools must be cognizant of Child Online Privacy Protection Act (COPPA).  COPPA is a regulation that requires parental consent for the online collection of information about users under 13.  Per the Google Apps for Education Agreement, any school administering Google Apps for Education acknowledges and agrees that it is solely responsible for compliance with COPPA, including, but not limited to, obtaining parental consent concerning collection of students' personal information used in connection with the provisioning and use of the Services by the Customer and End Users.

Parental consent and notification could take place in form of a permission slip granting use of Google Apps and/or other technology services at the school. For more information on complying with COPPA see the FTC's website at www.ftc.gov/coppa.

Google Apps accounts vs. Gmail accounts

Google Apps for your domain

All of the products included in Google Apps – Google Mail, Google Calendar, Google Docs, Google Sites, Google Video – are also available to individual users in the general public.

The key differences between using the individual products and Google Apps for Education are how to access the products, sharing privileges, and account creation.

  1. Account creation: All accounts for a school are created by Google Apps administrators (you can have more than one for your school domain). An individual teacher or student cannot create their own account like they can for '@gmail.com.'
  2. Access: With Google Apps for Education, the products "live" within your school domain. You access each of the products through a specific URL that is related to your school domain name.
  3. Sharing privileges: The advantages of having a set of tools for your entire school means that you can easily share or publish a document, calendar, or website for just the members of your domain. For example, a faculty calendar created with Google Apps for Education can be shared with the standard products, you have only the option to share with individuals or to publish to the world.

One way you can think of and explain Google Apps for Education is as a digital locker for students and faculty. It is a place to safely keep online communication and collaboration documents as they relate to school – school web sites, school documents, school videos, school calendars, school email. You do not need to use it for personal things (you can have a separate place for those if you want like a @gmail.com email account or access Google Docs with a Google Account and not the school Apps account).

Support and administrative tools

By using Google Apps for Education for your school, you can take advantage of additional support and administer tools that are not available to individual users. Google Apps for Education is compatible with open standards and can also integrate readily into your existing IT systems.

The following services are exclusive to Google Apps customers:

Top 10 reasons to use Google Apps

Here's a list of reasons we compiled why your school would want to use Google Apps.

1. Students will love you for it

Schools tells us that when they ask their students what email they'd prefer, they overwhelmingly say Gmail.

"Our students approached us about a year ago, saying that we needed to improve our email and collaboration services. We actually had our student government tell us, 'we want you to implement Google Apps.'" - Wendy Woodward, Director of Technology Support Services, Northwestern University

2. Free up your IT

Focus your IT on activities that add value instead of worrying about the uptime of your email services.

"Google Apps has allowed us to get out of providing these commodity type services - such as maintaining an email and calendaring system - and focus on the things that we are uniquely equipped to do, like providing more resources to be able to better support teaching, learning and research." - Todd Sutton, Assistant Vice Chancellor for Application Services, UNC Greensboro

3. Easy to deploy

No software to install, no hardware to buy, just validate your MX records and create your accounts to get started. To integrate with what you already have, we work with open standards, have created a multitude of APIs, can point you to open source solutions for common integrations, and have approved partners with experience deploying Apps in schools.

"After struggling for several months to try to implement an alternative web hosted e-mail solution, we eventually turned to Google Apps which we were able to get up and running within a matter of hours" -Jhonny Oliveira, IT Manager, University of Lisbon

4. Save money

Outsourcing the maintenance of servers to Google frees up resources that would have been spent on additional licenses and upgrades.

"This helped our IT staff understand that their focus should be on strategic enterprise solutions to help us reach our educational objectives, not just overseeing commodities like email. Had we not gone with the Google solution, we'd be looking at proposing a significant increase in student fees. " - Eric Hawley, Utah State University Associate Vice President for Technology

5. You're not alone

Thousands of Universities are using Google Apps and are happy to talk about it. Talk to other customers on our Google Apps for Education community group or read and watch our customer case studies.

6. Google protects your privacy

We take privacy very seriously. Our business is built on our users' trust: trust in our ability to properly secure your data and our commitment to respect the privacy of the information you place in our systems by not giving that information to others or using it inappropriately. More specifically, read our FAQ on privacy, visit our Privacy Center, and review how we've handled challenges to users' privacy in the past.

7. Security as powerful as... well, Google

The security that is provided to Google Apps customers is the same security that we rely on to protect www.google.com. In addition, we run our company on Google Apps

"We're confident that Apps can meet the needs of the most demanding enterprises, because we're one ourselves. Google is a complex, global company in a fast-moving and competitive industry, and everything we do is powered by Apps. To get that kind of adoption here, it means Apps has passed a daunting bar for Enterprise suitability. If it can work for us, surely it can work for you, too." - Ben Fried, CIO and Vice President of Engineering, Google.

8. Innovation in real-time

What better way to prepare your students for the newest technology in the workplace, than by giving it to them as a part of their education?

"The response from the university community has been extremely positive because we are now partnering with cutting-edge technologists who understand that we're trying to provide the latest, most innovative technologies available today." - Roy B. Roberti, Director of Information Technology Planning, Hofstra University

9. Collaborate globally

Google Docs, our word processing application, doesn't just give you access to the same document, it actually allow students to work on the same document at the same time from anywhere in the world.

"Collaborative projects really make for an excellent education experience not only because students bounce ideas off each other and improve each other's writing skills, but also because the process itself teaches them how to work well with others - a valuable skill for everyone." - Richard Ellwood, Technology Coordinator and Digital Arts Teacher, Columbia Secondary School

10. We've got your back

Need help? We're here to help you when you need it either through our Help Center, our Education Edition customer group, or directly through the phone and email contact information provided in your administrator dashboard.