Oregon Department of Education and Google Apps Education Edition Recorded Webinar


JAIME CASAP: Welcome, everyone,
to the Google Oregon Moves to Google Apps webinar. We’d like to welcome everyone,
and then we’d like to thank Steve Nelson, the Chief IT
Strategist for the Oregon Department of Education. What we’re planning on doing
today is we’re going to go through a couple of slides, make
sure everyone’s on the same page as to what Google
Apps for Education is. And then I’m going to introduce
Steve Nelson who’s going to talk a little bit about
what they’re doing with Google Apps for Education
in Oregon. He’s got some slides
to present. And then we’re going to spend
the last couple of minutes answering some questions. At the end of this, we’ll
be able to share with you the webinar. And also, the questions and
answers that we don’t get to, we’ll make sure that we get the
answers to the questions that you have, and we will send
a link to those questions and answers so that you’ll
have those as well after the webinar. So, again, thank you. My name is Jaime Casap. I am the Lead for K-12 for
Google Apps for Education. I’m going to walk through a
couple of slides here that I describe what we’re doing with
Google Apps for Education. So first, let’s talk about
cloud computing. Cloud computing is a concept
of being able to have your information in the cloud so that
you can share and access your data from any device. The idea behind cloud computing
is that it provides for you a secure place where
you can access this data through a variety of
applications such as laptops, netbooks, and mobile devices. The whole idea that the web
browser becomes your gateway to your data, and you can access
that data through all these different devices. When we think about
collaboration in the school system, this is what we think
about when we see a project team working on a
presentation. You usually have one student
working on a presentation with the rest of the students
watching on. Well, with Google Apps for
Education, collaboration could look like this, where students
can work at an individual level and think at an individual
level, and then work as a group and share
information together, and collaborate on documents
together, and collaborate on creating wiki web
pages together. So this is the way that
collaboration can happen in the cloud using Google
Apps for Education in the school system. Google Apps for Education
is in the could, it’s built in a cloud. If you look at applications and
how they’ve grown over the years, we’ve gone from a
client-centric device application system where
software applications live on devices through software. And now we’re, basically, moving
to a space where the applications live in a cloud. So not only is your data stored
in the clouds, but the applications are stored
in a cloud. One of the advantages to this
model is that, because the applications are stored in a
cloud, you don’t have to do software upgrades. You don’t have to
do [INAUDIBLE] in the cloud. So when you come in to school
on a Monday, if the web browser’s working, it features
new services all integrated into the application
already for you. So let’s talk about what Google
Apps for Education is. Google Apps for Education
comprises of these elements. What you have is Gmail, Google
Talk, Google Groups, Calendar, Docs, Sites, Video, and then
we’re going to talk a little bit about the Postini services
that comes with Google Apps for Education. I’m going to go through these
really quickly just to make sure that everyone is aware
what is included in Google Apps for Education. The first one is Gmail. And when Gmail was launched
in April, 2004, email was, basically, a solved problem. What email was providing for
users was the ability to have linear conversations with
limited accessibility through limited devices. What Gmail did was it broke
those chains and gave email the opportunity to be accessed
through multiple devices. So you can access your email
through your desktop, through your laptop, through your
computer at home, through your mobile devices. And it also increased storage
capacity that you had for email, so you didn’t have to
worry about deleting email. So, as a school administrator,
Gmail, you don’t have to worry about email inbox sizes because
we’re giving you seven gigabytes of quota per
user, so you almost never run out of space. The other benefit of not running
out of space is you don’t have to delete
your emails. You don’t have to try
to manage them. You don’t have to decide which
emails you need to keep and which ones you need to throw
away because we built in the search capability into email. So you can, quickly, look for
something without actually having to put things into
folders and to files. You can actually just use the
search box, which every Google user is familiar with using, to
quickly search for an email or all relevant emails that
are related to the subject that you’re looking for. You can also use labels and
filters, and you can sort messages so that you can manage
your inbox and make it look the way you want it to
look so that it’s easily accessible, easily quotable. You can actually take a look and
see if you’ve put things that are urgent, as in read
labels, you can see which one of your inbox messages are in
red and you can quickly address those messages. The key to Gmail is that it’s
accessible anyplace, anywhere, and from multiple devices,
including Blackberrys, iPhones, Android and Window
mobile devices. The other thing that I want to
mention about Gmail is that we have an Outlook connector that
allows users to keep their existing client. So, if you have users that are
used to using the Microsoft Outlook, with the Outlook
Connector, they can use the Microsoft Outlook and have the
same feel, experience, that they’re used to and use
Gmail in the back end. Google Talk is real-time
communication through IM, through text, through audio,
or through video. And it’s, basically, a very
simple voice and video communication tool. Steve has a story that I’m sure
he’ll tell you about some school systems out there
using IM’s to communicate with each other. But the integration between
Google Gmail and IM is directly integrated
in the inboxes. So, if you’re having a
conversation about a specific topic in Gmail and you want to
have a personal conversation, a one-on-one conversation, with
the person who sent you that email, that IM
is integrated into the inbox message. The most important thing about
Google Talk is that there’s no client application. It’s built right in
to the browser. It’s built right in to any
machine that has video capability, either through a web
cam that’s built into the computer or an attached
web cam. Google Groups gives you the
ability to manage and create groups without any
help from IT. It has a rich capability so that
you can customize groups. IT can control some of
the access features. Groups gives you the ability to
create distribution lists and create files and folders
inside Google Groups so that you can actually
manage groups. And from a class perspective,
a teacher can create a group and manage that group, and
manage the documents and attachments that go with that
class inside that group, and be able to manage the
distribution of that group just [UNINTELLIGIBLE] without
any IT help at all. Google Calendar gives you the
ability to create multiple calendars and share them
across the board. So, as a teacher, you can have
your personal teacher calendar, you can have a class
calendar, you can have a resource calendar, you can
have a school calendar. And you can create these
calendars and share them across the board with
multiple groups. And you can give those groups
different access rights, either to edit those calendars,
to just view those calendars, to be able to share
those calendars with others. And the functionality behind
Calendar is that it has import/export capability with
other devices, but it also syncs with Blackberry, iPhone,
and Windows mobile devices. But it gives you the ability to
share those calendars so, if you’re a teacher, you can
share a class calendar when assignments will be due, when
special projects are going to be assigned, or when special
guest speakers are going to be coming in, and you can share
those calendars with the rest of the class. Google Docs is the
heart and soul of Google Apps for Education. It gives you a word processing,
a spreadsheet, a presentation. And we have new functionality
built into Google Docs which gives you the ability to draw
inside Google Docs. And it gives you the core, rich
functionality of the word processing spreadsheet and
presentation tools, but it also gives you something more
valuable, which is the ability to collaborate on these
documents in real time. So you can actually have users
work on a document at the same time, so you don’t have to worry
about version control. You have to worry about having
a document and sending it out to everyone and having multiple
people share and edit that document and send it back
and forth to each other. Where, in the case of Google
Docs, you can create one document and everyone
can work on a document at the same time. And it gives you the
functionality to see what other people put in there. It has built-in reference
tools, and it has a very unique feature called the Google
Forms, which gives you the ability to create survey
questions, or any kind of questionnaire, using multiple
formats inside that questionnaire. And then the responses to those
survey questions are populated right back into the
Google spreadsheet, so that information comes back
to you live. So the essence of Google Docs
is that it’s focused on collaboration. It gives you real-time
co-authoring that’s built right in to the application so
that you can actually control those features. And you can actually watch what
other people are typing as you’re typing in the document
at the same time. Google Sites is a simple
creation of the ability to create websites. It’s a wiki-based application. What you see is what you get
editing: you don’t have to have any knowledge of HTML. It gives you templates that you
can use to create project sites, class sites, different
types of sites that you can actually use to embed things
like docs, calendars, maps, and other rich media. So it gives you the look and
feel of what a real website looks like. And multiple functions for this
application, everything from a class site where a
teacher can create, for example, if their teacher’s
teaching history, she can create a history site, or
history class site, and all the key data that she wants for
that specific class around links to specific examples of
documents that she wants students to read, or
presentations that she wants to make sure that students read,
or even links to things like YouTube and videos that
they want the students to watch, all of those that get
integrated into the site. And she can manage that site
without having to let everyone know that updates are being
revised on the website. She can go in, create these
revisions, and the class has continuous access to the site. Another application of this is
if a teacher assigns a project to a team of students, that
student team can create a site for their project
very quickly. Can create everything from a
calendar for the time line that they want to create for
that project, they can use it to create a project plan, they
can use it to attach the documents that they want to
use for this assignment. So it has multiple uses. And students, teachers, and
administrators in schools all over the country are using
Sites in ways that surprise us every day. Google Video gives you a
YouTube-like interface inside your school domain. One of the key functionalities
of something like Google Video is, if you have a special guest
speaker that comes in to school or comes in to your class
and presents, you can record this video, keep this
video, archive this video, in Google Video. And now you can share this video
across other classes. You can share it with classes
in the following semester. Those videos are there for you
to share with individual students, and with groups,
or with the whole school. Now, I want to talk a little
bit about email security and archiving. Google Apps for Education
comes with Google Message Security. And Google Message Security for
K-12 is a free service. What it is, is it gives you
defined email filters. It gives you the ability to
customize emails and limits messages within your
school domain. You can create different
policies for different groups of users. For example, you can create
policies that are specific to faculty and very specific
to students. And Google Message Security
is free for K-12 until July, 2010. If you are a university, or
a business, or enterprise, Google Message Security costs
you an additional fee. In addition to Google Message
Security, we are offering Google Message Discovery. Now, Google Message Discovery
has a cost associated to it. It has a per user cost for
archiving and for retrieval of email messages for
e-discovery. So we recognize that there are
school districts that need the capability of archiving email
and being able to do e-discovery on their email. Not all schools are interested
in this, but we wanted to make sure that we made this available
for school systems. And so we’re offering
Google Message Discovery at a 66% discount. We also have Google Apps
Marketplace where there’s hundreds of new apps
that integrate with your school domain. One of the key features at
Google is that we want to make sure that we have import and
export capability for all our applications. Google is a very strong believer
in open standards, and we wanted to make sure that
we can integrate, or that we create, applications that
can integrate with as many applications that are out
there as possible. So, if you go to the Google Apps
Marketplace, you can find hundreds of applications
that integrate with your school domain. In addition to what I mentioned
that comes with Google Apps for Education, like
Gmail, and Calendar, and IM, and Docs, and Sites, and
Video, we’re also introducing Google Wave as part of Google
Apps for Education. I’m going to talk a little bit
about this in a minute. But you have the capability of
turning on and turning off any of these applications. But Google Wave is now part of
Google Apps for Education. Some great use cases for Google
Wave, the premise of Google Wave was the engineering
team was assigned, or they assigned themselves,
the task of creating what email would look like if email
was created using today’s technology, and Google Wave is
the result of that effort. And, with Google Wave, you can
integrate conversations between multiple people,
multiple groups. You can integrate rich media,
such as video, and pictures, and links. You can actually watch people
type live, so you can actually have a real, live conversation
with attachments, with rich media, built into
a conversation. But the key thing for Google
Apps for Education is what it looks like today compared to
what it looked like three years ago and the number of
improvements and features that are built-in to Google
Apps for Education. It helps us think about what
Google Apps for Education will look like three years
from today. And one of the reasons why we
consistently innovate Google Apps, in general, is because
we, internally, use Google Apps to run our business. So Google uses Google Apps. We use Gmail to communicate. We use Calendar to manage
our meetings. We use Docs and Sites. As a matter of fact, you are
watching this presentation using Google Docs right now. So we currently use
our own tools. And because we’re an engineering
company, and because we’re an innovative
company, we’re always looking for ways to improve what
Google Apps looks like. And so, when you think about
all the releases that we’ve released, we’ve released 116
new features in 2009. And we continuously learn
from our users. And we learn, internally, what
works and what doesn’t work. And we create this robust
feature request list that we have with things that
we want to see built-in to Google Apps. Again, you have control of a lot
of these features in the ability to turn them on
and turn them off. Some of them will come
automatically for you, some of them will come in labs. But being an innovative company
is critical to us. And being able to innovate and
improve Google Apps on a continuous basis, not only for
us, internally, to run our business, but also to be able
to provide the products and services that are being looked
for in the marketplace. So we’re very excited about
what Google Apps will look like in the coming years. Now, I want to talk a little
bit about some of the Q&A’s that we typically face
when we talk about Google Apps for Education. So we want to make sure
we cover those. And, as we went through the
questions that have already been posted, hopefully, some
of these slides will answer some of the questions are out
there regarding what Google Apps is, what’s included, and
some of the FAQ’s that we typically deal with. The first one is that Google
is going to cost you money. And, as I mentioned, Google Apps
for Education is free. There is a cost associated to
the Postini services that include archiving and
e-discovery and, again, that comes at a 66% discount. But when I describe Google
Apps for Education, and I describe Google Wave, and Video,
and Gmail, and IM, and Docs, and Sites, all those
applications are built-in to Google Apps for Education. And that is free. There is no cost associated
with that. The second thing is that if it’s
free, then it has to have ads everywhere. And we deal with this, even
though we’ve had Google Apps for Education on the marketplace
for a number of years now, we want to always
make sure that we’re clear. There are no ads, anywhere, in
Google Apps for Education. There are no ads in Gmail. There are no ads in Calendar. There are no ads in Docs. In any of the core applications
that we have in Google Apps for Education, there
are no ads anywhere. The other issue that we deal
with, of course, is security. And we take security very
seriously at Google. Security, for us, is our
number one priority. We like to say, internally at
Google, that we’re one click away from being irrelevant. And so security is very
critical to us. And so I’ve talked about Google
Message Security and where you can use Google Message
Security to create custom policies for students
and faculty. And then, also, you can use
Google Message Security to turn on enhanced spam filters,
and create filters to restrict inbound emails, and other things
that you can do with Google Message Security. Global security, for us, in
general, is very critical. So we want to make sure that you
know that we, basically, built data centers, we
custom-built all our own hardware, our own software,
to run those data centers. We have redundancy. We have data centers all over
the world, but we have data centers that replicate the data
in multiple data centers. And we make sure that we have
some of the most cutting edge security development processes
in the world. So we want to make sure
that we’re secure. And to make sure that we’re
secure, we make sure that we have external security
verification. So we’re very proud of being
SAS 70 compliant. But we also want to make sure
that you understand that the data that you store on Google
Apps for Education, your emails, and your calendars, and
your docs, are stored in the same data environments
that our information is stored in. So the same data centers that
store your Gmails are the same data centers that store
my email and Eric Schmidt’s email. So we take security very
seriously at Google. Another issue that we tend to
address often is what happens to the data after a
student leaves? And you can our full security
and privacy FAQ’s at that website below. And we’ll send out that link
as well with the material. But Google does not keep your
data after a student leaves. As a matter of fact, the way
we interpret things is that you own the data. It’s the user owns the data,
we own the infrastructure. And so when a student
to deletes their data, it’s gone forever. And when you delete a student’s
account, the data is gone with it. So we don’t keep a student’s
data, and we don’t use that data for any purposes. There are issues that you have
to make sure that you are comfortable with. And Steve can talk a little
bit about this. But none of us on the call
here are lawyers. We always recommend that you
review the Google Apps for Education Terms of Services
with the appropriate legal advisers that you have. I can
tell you that, to make sure, we always want to make sure,
that our users are reading the Terms of Services that are for
Google Apps for Education and not the Terms of Service that
are for the consumer Gmail applications. Gmail and Google Apps are two,
different things, and there’s two, different terms of services
for each of those systems. So we want to make
sure that our users are reading the Terms of
Service for the Google Apps for Education. And to make sure that they seek
advice from their legal representatives to make sure
that their schools can use the tools that we have. We can
tell you that we have thousands of schools
and students using Google Apps for Education. The next myth that we want to
address is whether or not you get locked into Google
services once you start using them. So the myth that we hear, or the
question we get a lot, is once you start using Google
Apps, you’re locked in to using Google Apps. Well, first, that’s not true. So Google Apps gives you the
opportunity to import and export data and sync
all your documents. We actually have an organization
inside of Google called The Data Liberation
Front, and their job is to make sure that everything that
we use in Google Apps has an import and export capability. And so, in addition to that,
we also have APIs that do everything from calendar data,
to profile data, to contacts. So we have a bunch of APIs at
google.com/apps where you can find all the codes that we have.
So we have import and export for Docs, Sites,
Calendar, email, and so you’re not locked in to using Google
data once you start using our Google services. The next slide discusses one of
the issues that I hear all the time, which is I don’t want
to use all the services of Google Apps. I don’t want to use email for
my students, or I don’t want to use Sites, or I don’t
want to use Chat. Well, the truth is, you can
actually use Google Apps without using all the
applications. So, as an administrator, you
have complete control over which applications you turn on
and which ones you turn off. So you can use Google Apps with
just email and Calendar, or you can use Google Apps
with just Docs and Sites. The choice is yours as
an administrator. So you can turn on and turn
off apps as you please. What if Google drops a
service or goes down? Every once in a while we run
into a situation where Google Apps goes down. We provide you a dashboard where
you can see where all our services are, and what the
service issues are and, if we have an estimate, how long it
will take to get it back up. Which, obviously, we don’t
like to go down at all. And we don’t have a maintenance
time, so you’ll never see a message to Google
Apps that says Google Apps won’t be available on Sunday
from 12:00 to 2:00am due to service maintenance. Because of our redundancy,
because of duplicity, we don’t actually have our
servers go down. So our services try to stay on
24 hours a day, seven days a week, 365 days a year. Obviously, every once in a
while, we are working in the cloud, so every once in a while
the service will go down for a brief period of time. And we work really, really
hard at getting the service back up. In addition to that,
[INAUDIBLE] experiences [INAUDIBLE] Gmail went down. There was a lot of
press about that. We learned a lot from what
happened there, and we try to [INAUDIBLE] those mistakes [INAUDIBLE]. So the next myth that
we want to discuss is the idea of archiving. One of the questions that we get
all the time is whether or not you’re able to archive
your email. And, as I mentioned earlier, you
can get archiving services for your teachers, for your
staff, for your students. Archiving through our Postini
services is an additional cost, and we can definitely talk
to you about what those services cost if you’re
interested. But the idea is that you can
archive your email for either a year or 10 years. So whether a student or a
teacher deletes the email, you can actually have the email,
for you, available. The next slide is some
resources that are available to you. We’re going to send you some
questions and answers. We’re going to have some links
to some additional information. But here, if you want to just
jot down some of these things as you’re paying attention to
this webinar, are some helpful resources where you can actually
get a deployment guide that’s specific to EDU. I mentioned the APIs and all the
things that you can use to integrate with your current
systems or with your current active directory, or anything
that you want to do in terms of mail migration, any of this
stuff that’s around how do I play with my current systems? You’ll be able to find
information on code.google.com. Google is a technology
provider. We’re not, technically, a
service provider, but we have partnered with a number of
third-party vendors out there that have experience providing
organizations and K-12 institutions help with either
migration, or conversion, or anything that they want to do. So, at the Google Solutions
Marketplace, you’ll find our partner gallery where we list
all our partners who have experience doing EDU
deployments, EDU migrations, EDU provisionings. So you can find things at the
Google Solutions Marketplace. And then, finally, I’m going
to talk to you a little bit today about Google Message
Security and discovery. You can get more information
about Google Message Security and discovery at
www.google.com/postini. And again, just as a reminder,
Google Message Security is free for K-12 through
July of 2010. Google Message Discovery is
where you can do your archiving and e-discovery. And that’s where there’s
an additional charge for those services. OK. I want to introduce Steve Nelson
who’s the Chief IT Strategist at the Oregon
Department of Education. He’s going to we’re talk to you
about what they’re doing in K-12 education in terms of
Google Apps for Education, why they decided to use Google Apps
for Education, how the districts have responded, and
also be able to answer some questions that we have, that you
guys have been posting on the moderator page. So I want to turn it
over to Steve. Steve, when you’re ready,
you have the mike. STEVE NELSON: OK. When Oregon began discussing
what we needed in K-12 with Google, we started looking at
our biggest need, which was equal access to email for
students, and we started discussing that with Google
as a solution. Very quickly, it blossomed into
the opportunity to get secure Google Apps for
Education, including email, but with the entire suite of
services from Google, which was phenomenal to us. What we’ve looked at is, just
through conservative estimates, we will immediately
gain a cost savings and a cost avoidance $1.5 million for
student email alone. So we now have students that
get access to secure email through Google that they never
had before in all the other applications. The Collaboration Suite, for us,
is, of course, phenomenal. It will allow us, as the
districts and our educational service districts get used to
using the suite, implementing it, that they will be able to
expose students to a type of project-based learning that
educators have always wanted to bring students to. You can imagine combining Google
Video with Google Docs and also with the collaboration tools, so Google Groups. The students can co-author the
written word, they can create videos, and they can create
fairly phenomenal project. It’s certainly going to be
giving them all the skills that our students need after
they graduate from high school, whether they go directly
into the work force or they go on to higher
education. The other thing, it’s selfishly
for me, is our Oregon Virtual School District,
which is an online platform of– it’s Oregon’s mini-cloud. It’s a collection of content
management servers and learning management servers
with content available in applications. The entire suite of Google Apps
for Education integrates in seamlessly. We use Moodle, we use Drupal
for those two core applications, and the APIs that
Google provides allows us to integrate those applications
seamlessly. It allows us to use the secure
Gmail as authentication to all our applications. The gadgets allow us to take
students or teachers directly into an application. And, in a minute, we’re going
to look at how one district was already using Google Apps
for Education to do student education plan and education
profile. And it then takes our notion,
in Oregon, of a plan and profile and turns it into an
electronic portfolio which, again, a student can collect
their different pieces of work and they can reflect on it. The customizable front page
is another tool that the districts have. Certainly,
Oregon could never replicate what Google has offered to us
both in functionality and from a cost perspective because
it comes at no charge. They can toggle, as Jaime said,
everything on and off including the individual
homepage and group pages. And, if we go to the next slide,
currently, we have 52 of our school districts and
educational service districts, which make up about 38% of our
total student population in Oregon, that have requested
a Google Apps for Education domain. The response from schools
has been overwhelming. And, what we have found since
the agreement was announced with, certainly, generous and
full participation and support from our Superintendent of
Public Instruction, Susan Castillo, that districts are
interested in this in the ways that we had hoped. The purpose of us doing this
was to provide applications and student email that it would
meet the requirements of privacy and safety for students
that the Federal Government requires. But what we are seeing already
is the organic side of what Google can provide, which is
the districts are already popping up with a number of
examples that they would like to proliferate through the
platform, some different ways they’d like to intertwine and
integrate their uses of information and, at times,
appropriate analytical data, they get is all secure. It meets the Federal
requirements and Oregon State requirements. The way we will be deploying
this is in a three-phased approach. We have an agreement, meaning
the State of Oregon for the Department of Education,
with Google. And then we will be signing
sub-agreements with every district who would like
to use a domain. This is a voluntary
service in Oregon. They sign the agreement. It transfers the responsibility
back to them so that they retain authority
over student data and student privacy. So they are responsible for
their student data as described by FERPA. They continue to be responsible
for student safety through the use of
this service. Then we will provide
administrative training for the district admin staff so that
they know how the inner workings of the application
suite works, and they can optimize that for the teachers
and the students. We’ll be providing that at the
same time we’ll be setting up their individual domains. There are a number of districts
that have already been using Google Apps for
Education, and so that will move them under this
agreement. And those that are already
using it will be able to expand greatly over what
they had been doing. And then, those that are new to
it, we’ll start with email and then, very quickly, they
will move into a the other suite of applications and
integrating them into how teachers instruct and
students learn. Our training strategy
is two-fold. We will be building it into the
virtual school districts, so when teachers go in, and
admins go in, to our mini-Oregon cloud, which is the
virtual school district portal, they will find
all the instructions. The same instructions that we’ll
be putting on the Google Sites under the State Google
domains, we’ll also put in the virtual school district so
that it can’t be missed. We will have all that online
training, and we’ll have access to it throughout the
portal so any time a teacher, they get lost, and admin has a
question, we’ll make all that information accessible. Webinars, like we’re currently
doing now, we will be doing a number of webinars and recording
them so the people can refer back to the different training that we’ve provided. We’ve been, basically, planning
the implementation of this for two years. We have a help desk that
supports our portal. They have known for, certainly,
a year and a half that this was coming. And we already have systems down
to handle the questions that come from the admins. The districts will be providing
the user support, themselves, to the teachers
and students. We will provide access to any
information they need and technical fixes. If we can’t do them through
the help desk, they’re escalated to Google. We, by contract, have to be the
single point of contact for all the districts. We also use our educational
service districts as our training partners. And, again, we built this
in over time so that our trainers, in the four ESD’s
we work with who provide statewide training, they know
that this has been coming. They’re excited about it. They will be the absolute, first
folks that get their training so that they
can go out and work with the districts. So the challenges that we faced
in putting this type of agreement together and then
implementing it are the agreement requirements. We have to educate the school
districts how to remain federally compliant. Certainly, the beauty of Google
Apps for Education is that it’s very flexible. You can turn everything on and
you can turn everything off. And it’s our job, as the State,
to let the districts know that, if they hit the
toggle on Postini and turn it off, then, all of a sudden, the
service that is federally compliant is no longer
federally compliant. And they’re advertising that
stays off, otherwise, they get into some federal issues. And that was very important to
us as we did the agreement, that everything meet, of course,
the federal guidelines because this has been a national
issue surrounded by myth of what was legal, what was
not legal and, certainly with FERPA, and SIPA said that
we were able to get through that in the process. We will then go through, we’ll
do the migration of the existing districts that are
using Google Apps for Education, currently, but not
under the agreement that we’ve reached with Google. We’ll then move into, as soon
as we get all the districts trained for the admins,
we’ll move into the teacher adoption mode. And I know that we’re already
seeing that the organic growth, that I talked about
earlier, the schools are all extremely excited. And they are pushing the State
really hard to get the agreements out, signed, and the
domains set up, and the training started, so that they
can be off and running. There are some districts that
want to do some summer school work with this. Most of our districts are
planning on a fall launch with the fall semester
in September. We certainly have, one of our
biggest issues in Oregon, when you look at cloud-based
computing, it’s something we face with a virtual school
district, but this will finally push, and I believe
solve, the issue we have with bandwidth to schools. We currently have 228 our of
1,200 schools that are at T-1 speeds or below. So they don’t have appropriate
broadband regardless of what applications they’re using. And the State of Oregon
does all their assessment testing online. And that’s a struggle for
schools when you then get into the power of these
applications. The districts, the teachers, the
parents, the students will all want to be using this to
deliver education, to receive education, so this will help us
move the entire broadband discussion forward in Oregon. It also represents, to us, a
great equalizer in terms of equity for all of
our students. If a student can get to a
browser, they have access to the most phenomenal online
set of tools I’ve seen. And we don’t have to worry about
cost. Any district that signs up, automatically,
they can deliver those accounts to students. We have a great system of
libraries here in Oregon. Even though we have school
districts that are sub-par right now in gaining access to
broadband in remote areas of Oregon, but we have a phenomenal
library system. And so we start to get all the
equity issues in access to educational resources
like this. And then, finally, integrating
21st century tools. And, I guess I said earlier,
the students out there are preparing themselves for the workforce and higher education. Eventually, we want our students
to get well-paying jobs and be productive
members of society. And we could not, in Oregon,
create these tools with taxpayer dollars. So public/private partnerships,
as we like to refer to them, and certainly
this one with Google, has been somehow new to us because, now,
we don’t have to worry about students having access
to 21st century tools. We get to focus on how we
deliver the education. We get to focus on making sure
that students understand how they use the internet and the
tools available in a, certainly, proper and
ethical fashion. So this takes everything,
nationally, the administration is looking for, everything that
Congress is looking for, and that every state
superintendent, and governor, and school board out there,
and teacher, who wants to provide to their students to put
them in a position to be successful in life, that’s
now in Oregon, sitting at their hands. And we’re very grateful
for that. Right now, we are looking at
the open door to a student e-portfolio. And what Google Apps for
Education provided to the Astoria School District, and is
an example from the Astoria School District, is they could
go in and they can create– again, I have to take three
applications and put them together to create a
student e-portfolio for Oregon’s cloud. It doesn’t come close the
functionality and flexibility that we now have through Google
Apps for Education. Students go in here. They can track. And this, again, was all
configured by the Astoria School District. And they are very
forward-thinking in using these tools. But the student can go through,
year-by-year, 7 through 12. And Oregon students have to have
an economic plan and an academic profile. And I can tell you when that
was written into law. Nobody ever conceived that we
would be using a tool as rich in media and flexibility as
what Astoria has now put together already, and we are
barely out of the gate. And, then, students can go ahead
and they can post any examples of their work and
reflect on it, which tends to be the traditional view,
currently, of what an e-portfolio is. They can access other
student information. The student information
in this portfolio– here’s another example– is coming from another system. We’re not storing student
records on Google Apps for Education. We have data warehouses. We have student information
systems. But what we can do is integrate
those secure systems into a secure cloud-based system
which, again, does phenomenal things for teachers
and for students. If you need information, it’s
now at their fingertips. We don’t have to spend as much
time worrying about the systems that can serve
up this information. We can focus on teaching
and learning. Another example of the
portfolio, yet another slide. And, again, Astoria has been
phenomenal in what they did. And then, this is an example
of project-based learning. Astoria went into the Wetlands
Project, and they had students focus on looking at Oregon’s
wetlands in Astoria. For those of you don’t know,
it’s on the northern part of the Oregon coast. And this is
what we’ve been looking for. And, to be honest, I was looking
for email because my systems require email. What we got, though, was what
every teacher wanted and, certainly, every student, parent
wanted, and I said that before, is access to really
rich, project-based learning much like we all have to
do in the workplace. This is just an example of what
one school district could do bringing in Google Maps. And then pulling in research
from the web using Google search engines, and then
organizing it with the flexible tools that
you find in Google Docs, and Google pages. This one, specifically,
is a Google page. DIANE OWEN: All right. Well, thank you,
so much, Steve. This Diane Owen I work with
Jaime on the Google Apps Education Team focusing
on K-12. I wanted to make sure that we
got through some of the questions that people had
submitted about your reasons for switching to Google Apps and
some other questions that the Google team might
be able to answer. So let me pull up our
moderator page. And so this is actually a very
popular question where you had are most schools or districts
deploying Google Apps in addition to, or in replacement
of, existing email and collaboration systems? STEVE NELSON: So, here
in Oregon, that will happen in phases. We’ve got two groups of
school districts. We’ve got school districts that
have never had access to any kind of a collaboration
system, and they’ve not been able to provide student email
and email to all of their constituents, being the students
and the teachers. So they fall into two camps. The first thing is the search
will bring up, by and large, student email. We have a number of districts
that are considering moving, migrating, from their current
email systems just to Gmail inside Google Apps. And then we’ve got folks that,
certainly, it’s the ones that are using it will take it
much further and faster. The ones that are new to it
will start, simply, with student email. And then it will move very
quickly because I’m watching it move very quickly already in
that they’re getting into the applications and that piques
the interest of the district administrators and the
technical folks realizing that, if they have enough
internet bandwidth, and they can keep the network stable,
and handle the load, it’s a huge cost savings on one side. On the other side, it is the
type of functionality that we can’t afford to do, and I don’t
think any school the United States can
afford to do. DIANE OWEN: And let me get back
to that first question, which I can answer, which is
somebody’s curious about how they can use Google
Apps as well. If you use forms to keep track
of sensitive information, will those forms and responses
be confidential? Can they be found on the web
by anyone searching? Is it secure? So this is something that often
comes up with regards to Google Docs and forms as
a part of Google Docs. So, by default, when you create
a document, it is not shared with anybody. It is private, and only
you can view it. With Google Apps Education
Edition, if you so choose, you can share it with other
members at school. You can also choose to
make it visible or an editable to your domain. Or, if you would like to set the
ability to share it with the world, you can share
with the world and make it publicly available. But when you create a new
document, the default is for it to be only for your own
use and will not be searchable on the web. However, if you do publish your
document, or spreadsheet, or whatever you’re using in
Google Docs, and you publish it to the world, then it acts
like a standard web page and will be indexed and show
up in search results. But, again, the default is
secure and viewable only to you in your account. And then, we have another
question here about the additional services, like
Reader, Wave, and Blogger, and that will be available this
summer to Google Apps customers, including Education
Edition and Premier Edition. And is there a more definitive,
estimated time of arrival for these? Unfortunately, we don’t
have any exact dates available for those. But we can tell you with
confidence that it is coming. So this next one looks like it’s
for you, Steve, on how did you train district
teachers and staff? STEVE NELSON: We talked a
little bit about that. You know, we use all of the
electronic resources that Google already provides. We’ll do a series of webinars. But we have trainers, that we
will be training very shortly, to provide the training. And actually what works, I
think, the best is when somebody gets an initial
training, they can run with it. And we have early adopters
like all schools do. The early adopters and
word-of-mouth is sometimes the best training that can be
provided because they pique the interest of other
teachers. And those other teachers get
hungry for more information, and they come back to us and
they want more training. So we are lucky enough to have
the problem of trying to solve serving up enough training to
meet the need, and those are the types of problems
we welcome. DIANE OWEN: And I remember
another question that came up in the Q&A section, which was
how did you calculate the $1.5 million savings? STEVE NELSON: So it was
important to us, when the announcement was coming out that
Oregon was going to be the first state to sign with
Google for Google Apps for Education, that the focus be
on yes, there are costs savings, and they are very
important in this economy, but we get cost savings with huge
additional functionality. So education is always asked
to do more with less, particularly in this economy. But what we were able to find
was that using a like product that charges money, right along
Google Apps, Google, we just calculated what an
outsourced rate is for email per year. And we were very conservative
because, again, the message needed to be yes, there
is cost savings. And then the questions came of
were you overestimating? Now, if anything, we
underestimated so that, that focus was on functionality and
secure outsourcing that meets the federal requirements. DIANE OWEN: And it looks like
there’s another question here about Oregon Public School
libraries using Google Apps. Do you have any data
about that, Steve? STEVE NELSON: No. That, I don’t. I don’t know. No. I’ll just say, no. DIANE OWEN: OK. And the next question I’ll
go ahead and take. And so the question is, is it
true that the service is guaranteed to be free
for five years? What happens after five years? So the standard agreement for
Google Apps Education Edition is actually for four years, and
it’s guaranteed to be free for those four years. And I can say that we have no
plans to charge for Google Apps Education Edition. It’s just that, that is the
length of the contract to start off, initially. But we have no plans to
charge for Google Apps Education Edition. We are very committed to
developing these tools to use in educational institutions and
are happy to be able to provide them and to move
education, and teaching, and learning forward. STEVE NELSON: Dana, I will say
that, when we were working with Google on the agreement,
we asked for an additional year to satisfy any concerns
that there were, in schools, in terms of stability because
they’re always planning, certainly in Oregon, on the
planning of the budget, they’re planning two
years at a time. My hope is that, in five years
from now, your services look so different that there’s not
a state agreement that’s required, that is these types of
services are to be expected in all schools, and so that
they just become ingrained like textbooks are. DIANE OWEN: And, let’s see, it
looks like there’s another question here, Steve, about
SIPA prohibiting student use of email. You guys are going to be
providing email to students, is that correct? STEVE NELSON: Yeah. In that, again, it’s a
two-tiered agreement. The state, ultimately, has
accepted the responsibility. We made a business decision that
we’re willing to provide an umbrella agreement for
school districts on a voluntary basis. They would then sign up to
do this and accept the administrative responsibilities
with safeguards from the state. The big thing, for us, in all of
this was going through and figuring out what was myth and
what was fact about Google services as they relate
to SIPA and to FERPA. And the only issue that we had
to solve in all of this was that FERPA is clear about how
you outsource a service and some provisions that have to
be in there to make that complaint with the
federal laws. SIPA was actually easier. When we went through and did the
technical analysis on the version of Google Apps for
Education that we now have, it passed our analysis. And went, certainly, beyond the
requirements, technically, that meet the policies
in SIPA. SIPA says that you have
to provide the protections for students. It doesn’t prescribe
the manner in which you need to do that. And, certainly, as a former
network manager and security manager, I knew what
I was looking for. And this, in a cloud-based
application, greatly exceeded my expectations. So SIPA is covered because we
have extraordinary attorneys working for the Oregon
Department of Justice who made sure that we could satisfy all
their questions as the business owners seeking
this agreement. They put us through
the wringer. DIANE OWEN: Great. Thank you, Steve. Well, I think we’ve just about
run out of time, so thank you, again, for joining us. And we will have all of the
question answer information available online, as well as
answers to these moderator questions and the ones that
came through the Q&A box during the webinar. The slide presentation is also
published and available for you to view. Thank you, again, for
joining us, Steve. And thank you for everybody who
joined us on the webinar or who are watching this
recording after the fact. STEVE NELSON: Thank you, Dana. Thank you, Google.

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