University of Notre Dame on Google Apps Education Edition

MALE SPEAKER: And I’d like to
thank Katie Rose from the University of Notre Dame. She will help present
this Google Apps at Notre Dame webinar. She’s the program manager for
Enterprise Initiatives over at Notre Dame. And she will talk about how they
evaluated Google Apps, how they implemented Google
Apps, and eventually what were the result that they saw. I’m sure you guys have a lot of
questions for Katie, so I would highly encourage you guys
to go to the moderator page link that we sent in
the webinar invite. Over there, you’ll be able to
see other questions that some of the other participants
of this webinar had written as well. You can vote on those questions
as well as enter your new questions. And if you have questions about
Google Apps, please use the Q&A block in the bottom
right of the screen. That’s where you can ask
questions to Cindy and me, and as the presentation is going
on, we will help answer any questions about Google Apps. But like I mentioned, if you
have questions about the implementation at Notre Dame,
please use the moderator link that we sent out. We’re going to remind you
again in the chat what that link is. By the way, this presentation
is being recorded. And I know a lot of you are
interested in getting this presentation in a hard
copy format. And we’ll be happy to email that
to you guys, along with the recording as well, which
will be on our website. And if you have more questions
after this presentation, please go to our website at We will remind you what
that URL is again. But that’s where you can go to
get more information about Google Apps. With that, let me hand it over
to Katie to walk us through their implementation and
the results that they saw at Notre Dame. KATIE ROSE: Hi. As they said, my name
is Katie Rose. I was the lead for our Google
Apps implementation here at Notre Dame. My contact information is on the
first slide, if you have other questions after the
presentation, as well as the link to our Google information
page here at Notre Dame. For those of you who don’t know
much about Notre Dame, we’re located in South
Bend, Indiana. We were founded in 1842 by a
priest of the holy cross. And the University mission
focuses on teaching and learning and research,
as well as service. And all of that is permeated
with the Catholic character that the University
was founded with. We have roughly 10,000
undergraduate students, 2,000 grad students, and approximately
5,000 faculty and staff, so a pretty decently
sized campus for the midwest. Before we moved to Google Apps,
we obviously were on another system. And, last spring, we were
experiencing a variety of different issues, the most
important of which was that our students were very
dissatisfied with our legacy system. They had very small
email quotas, right around 100 megabytes. The web mail product that we
were using ran so slowly that it could take them literally up
to a minute to log into it, and it was very outdated. They didn’t have an integrated
calendaring system that they could use. The systems we had didn’t work
well with any mobile devices. And we were starting to
experience severe service degradation, because
the system we were on was quite outdated. In addition to that, the vendor
that we were using at the time decided that they
wanted to “end of life” parts of our infrastructure
in December of 2008. So, we knew that we had a very
tight deadline sitting in front of us that we
really needed to make a change to handle. So why did we go
to Google Apps? The first thing we did was we
actually talked to both the students and then talked within
the OIT about what we wanted in a new system. We knew that we wanted to keep
everybody’s addresses, which is the current format
we’ve been using, because we didn’t want to have to
re-educate students as well as the rest of faculty and staff
on campus about how to communicate with the students. We wanted to make sure
that students had a lot more email storage. We wanted to be able to provide
them an integrated calendar system. We knew it needed to be highly
available, because of the complaints we were getting
every time we had a service outage. We knew we needed a much
better webmail client. Something that could log them in
quickly as well as provide a lot more functionality than
that older client did. We also wanted them
to be able to use this from any platform– Windows, Mac, Linux. And we knew that with the wealth
of smartphones and PDAs that students were starting to
bring onto campus, that we needed really strong mobile
support so that they could get to all of those services
from their phones. We also wanted something that
was very easy to implement, because we knew we had such
a tight time line. And we didn’t want to lose
any of the existing features that we had. We already supplied email
forwarding, auto-reply. We filtered for spam. We checked for viruses. We had some ways to handle
phishing scams. So we didn’t want to lose any of that. And then, of course, if there
were extra things with the system, that would of
course be a bonus. So, when we looked at what we
could do to decide what to go with, we heavily weighted our
choice on what the students were telling us they wanted. And we knew that because they
were calling the help desk saying, can’t you get
us on Google? And in addition to that, the
student government campaigns in the spring of 2008 all
decided to include as part of their platforms moving student
emails to Google services. Whether they had the ability
to do that or not, they decided that that was
a mission they wanted to take on. We also had statistics from our
legacy system that showed that, when students chose to
forward their Notre Dame email somewhere else, and we saw a
growing number of students starting to do that, they
forwarded it to Google 10 times more than any other
services combined. So we knew that Google was
really the most popular choice for the students. In addition to that, from our
perspective, the Google system made it far easier for us to
maintain an address for everyone. They guaranteed us uptime. They support an incredibly
wide array of browsers. You can still use an email
program that you want to use locally on the desktop if
that’s what you want. You can have a variety of
languages easily supported. It works on Windows, Mac, Linux,
almost any mobile phone you can come up with and any
other, kind of, out there OS that somebody might be using. Their APIs and their open
standards made it very easy for us to start getting hooked
in with their system and implement it. The virus and spam and phishing
protection that they provided was actually doing
better via our testing than our local system was doing. And besides that, it gave
email and calendar. But it also gave us Google
Docs and Google Sites and chat utilities. And in addition to that, there
was going to be a cost savings, because the Google
Apps service is offered to educational institutions at no
cost. And it would actually decrease the amount of staff
time we were having to spend managing email. So, after we made the decision
in OIT that Google was definitely the best option,
hands down. We then had to go out to the
rest of campus and talk to the rest of the University
leadership about what we wanted to do. So we met with Student
Affairs, and the administrative leadership, the
academic leadership, and general council. And we sat down with them and
actually gave them some test accounts, walked them through
using the system, and showed them just exactly what students
would have at their disposal so that they could
understand what we were actually telling them. And I think that was a really
key point in getting their sign-off to move students
to Google. When they saw it and could
actually touch it and play around with it, they understood
why the students were asking for it and
why it was the right move for us to make. So once they signed off, we
finally could tell students that we were going to be
delivering exactly what they asked us for. Implementing the solution
actually was one of the easiest parts of the project. Believe it or not, our contract
negotiations took a little shy of one month to do,
which here at Notre Dame is incredibly fast. We were shocked
at how easy that was to accomplish. And obviously, there were no
costs to provide email services for faculty, staff,
students and alumni. The faculty, staff and students
didn’t have to deal with any advertisements. And the one discussion point
that we had throughout the contract negotiations was how
security, privacy, FERPA, other types of laws,
would be handled. And that was all easily handled
through the contract. Google was incredibly easy to
work with, with what we needed to see in those contracts. So that really went through with
a slam dunk here, and we were just all shocked. The technology integration
was also easy. The single mail domain
for everyone allowed students on Google and our faculty and
staff that are on an in-house service to still only use that address, and yet get their mail in the appropriate
location. We do that by hosting the MX
records for Notre Dame, here on campus, as well
as mail routing. And then, authentication is
also handled here at Notre Dame, using the APIs that
Google provided. When students set up their
account or when they change their password, it actually
synchronizes their Notre Dame password to the Google service,
so that they can use the same password to
access everything. Our initial rollout started when
the contract got signed, on April 30 last year. And within two weeks, we had
provisioned over 2,000 accounts for the incoming
freshman class for the fall of 2008. And they actually start using
those accounts in May. Our First Year of Studies Office
starts communicating with them via email
right away. So we saw a huge uptake in those
accounts immediately. And we also saw a decrease in
the number of calls we got to our help desk about email
service at Notre Dame, because incoming students
were already so familiar with Google services. And in addition to that,
Google’s support pages and the other information they
provided through the implementation and deployment
pack made it really easy for us to get documentation set up
and out to the students, so that they knew how to do
what they needed to do. Over the summer– oh, typo in my presentation– over summer 2008, we
communicated and marketed the service to the existing
students that would return in the fall. We probably could have actually
rolled out the Google service to them right about the
same time we rolled it out to the incoming freshman
class. But because so many students
were caught up in finals right around May 15th, or had already
left campus, and we don’t tend to have a large
summer population here at Notre Dame, we opted to wait
until they returned in the fall to switch them over to
Google email, because we wanted to make sure that we
really had a chance to tell them that there was a
big change coming. So we spent the summer preparing
them, getting them excited about the new service,
and on the night of September 3rd, we switch over 12,000 email
accounts from our legacy system to Google. And essentially, we did that
by flipping the switch for their mail routing in our
directory system. So it was almost
instantaneous. They didn’t lose any mail. And the students had the option
to import any old mail that they had in the legacy
system into Gmail, using Gmail’s built in
fetch utility. So we didn’t even have to worry
about migrating their old mail for them. We left that up to them. Most of the work involved in
implementation actually went into the communication and
marketing of the service. Google’s deployment pack
was fantastic. It gave us sample emails, sample
websites, sample news articles and advertisements
that we could use. And we made use of
all of them. We customized them easily for
Notre Dame, so that it was relevant to our particular
institution, but it really gave us a great starting
point. In addition to that, we
partnered with the incoming student government, the student
body president, and he had actually created a
technology committee on his government. So when we started talking with
them, they actually came up with some great ideas about
how to involve students in getting things going. We had a small pilot group from
the student government technology committee that got
into the service early and started thinking about what
they could tell their own committee members, as well as
the rest of the student body, about the service. And they started sending out
their own emails and advertisements about Google
Apps coming to Notre Dame. And overall, the communication
and marketing plan was really successful, because 97% of our
students knew what was going to come and didn’t
have any problems when we made the change. We know that 3% did because
they called our help desk. And, as soon as we reminded
them, hey, your email switched tonight, they went, oh yeah,
I forgot about that. So we actually had a
really, really easy time making that switch. Our marketing campaign was
actually quite involved. We started at the beginning
of May, shortly after the contract was signed, by letting
students know that we were going to be switching
them to Google Apps. We sent an email. We updated our campus portal
mail channel to include an advertisement and news
about the change. And we also had an article in
the student newspaper right before it ended publication
for the year. In June, we sent them another
email update, and we posted a feature article on
our website. And then, in July, we sent them
another email update to make sure that they were staying
abreast of what was happening throughout
the summer. And then, in August, as they
were starting to return and coming back to campus, we
sent multiple emails. We had posters and banners
all over campus. We had another observer article in the student newspaper. We had ads there. And then, we had yet another
website article and posted additional information on
the website as well. In September, the night we
switched over, obviously, we really hounded them with
a lot of emails. We also had table tents, which
are kind of little papers that get stuck on the table in the
dining halls and in the Student Center. We had additional posters
and banners and ads in the student newspaper. And we also started marketing
an upcoming Google Apps Bus visit for campus. So this really started to grab
the students’ attention. They couldn’t get away from it,
no matter where they were. We made sure they were seeing
something Google. And then the student
organizations, as they started to get going in early September,
also started using Google Apps for their email and
calendars, which further advertised the service for
students’ personal use. In October, the Google Apps Bus
visit made a stop here at Notre Dame, which also
helped bring a lot of notice to the service. And students were able to stop
by the bus, learn some more about the applications other
than Gmail, and kind of get to know Google a little better. And it actually resulted in
quite a bit more students starting to use the calendar
and docs and sites. So we really, we were happy to
have the Google Bus stop by, and we hope they’ll
come back again. So after rollout, it was
actually a huge success. And we know this for
two big reasons. It increased student
satisfaction, and it decreased our calls to the help desk. And it actually did that
by quite a lot. Student satisfaction
increased by 36%. Annually, here at Notre Dame, we
do a satisfaction survey of the entire campus. And we obviously break it out
by primary affiliation. And we ask them about
specific services. And so one of the key services
we always ask about is email. And we saw a huge jump in the
satisfaction for email service at Notre Dame compared to the
legacy system and then moving to Google Apps. The support calls in the help
desk, as well, decreased. And we obviously keep ongoing
stats about the number of calls to the help desk
and what we’re getting calls about. And that, really, it pleased
our help desk a lot. It made their job a lot easier
not having to answer a lot of questions about email. Other benefits that we found
after we moved to Google. We had a really improved
relationship with the students on campus. They really viewed us as
more of a partner. And I think a lot of that was
due to the time we spent working with student government
and making sure that it was seen as a joint
effort between what they were voicing from student needs
and what we needed to do technology-wise. The students really felt like
that we had heard them and that we were actively working
to give them a service that met their needs better. We also, obviously, can take
advantage of Google’s increased pace for innovation. This has been really great. It’s amazing to me how many new
features and applications they are able to roll
out so quickly. And the service continues to
evolve to better meet the needs of the students as their
needs to continue to grow. We avoided spending
$1.5 million by switching to Google. Obviously, since our legacy
architecture was being de-supported by the vendor, we
needed to move faculty and staff, as well. We chose to move faculty and
staff to a different in-house service, because our University
leadership and our General Council were a little
nervous about moving faculty and staff who deal with more
University-sensitive data to an outsource system. They weren’t as familiar
with cloud computing. They wanted to, essentially, try
to put students first and see where it went before they
decided that it was OK for faculty and staff to move
to that service. That 1.5 million cost that we
avoided would have been spent on additional hardware,
licensing, and especially storage if we had moved them to
the in-house service that we moved faculty and staff to. The storage costs alone, we
can’t even compare to Google. They’re offering a
7 gigabyte quota. We could have spent the entire
budget for our department trying to match that
for students. So that was a huge win for us. In addition to that, it freed
up a lot of staff time, so that our staff could work on
the in-house faculty/staff service that we were moving
to, as well as an identity management project and some
security-related projects here on campus that we really needed
strong resources for. So some lessons learned. The biggest lesson that I could
share with all of you is that customer buy-in
is really crucial. You need to know what it is that
your students want and why they want it. And if you can get them to buy
into what you’re wanting to give them, if you can show them
how it’s going to meet their needs, they
will love you. And it will go a long way to
making the project a success. Marketing and communication
makes a big difference. If we had not spent the time and
effort continually making sure that students, as well as
faculty and staff, were aware of what was going on, the
project would have fallen flat on its face, and it really
was a huge success. We demonstrated those tools to
the University leadership, to faculty who were asking about
it, to staff that were wondering how they would
work with students. And that made a really big
difference in making sure they felt comfortable with this
change and that they would still be able to work with
students effectively, and in some cases even more
effectively than they had before. Plan the migration carefully. You need to make sure that
everybody, not just students, but also faculty and staff are
prepared for the change, so that everyone knows
what’s going on. And the communication is just as
important as the technology changes that you’re making. And then, the biggest lesson was
that we really wished we had done this sooner. It was so easy. And it made the students so much
happier, that we really felt like this was a
brain-dead simple decision for us. It would have been nice to
have done it six months earlier, even. So looking forward, we’re going
to continue to market and educate the students about
Google Apps and the new features that are
coming online. Google’s made things like Google
Gears available, that provides offline access
to a lot of the services in Google Apps. There’s push notification for
contacts and calendars. They’ve enabled some APIs to
allow you cross-domain scheduling if your students are
on Google and your faculty and staff are on a different
service. We’re looking into doing that. In addition to that, we’re
anxiously awaiting all the new apps and improvements that
Google continues to release, because the product just
keeps getting better. Working with the faculty to grow
these Google Apps in the classroom is actually probably
one of the things that we’re working hardest at, because
students are so excited about the service that they really
want their faculty to start using it. And one of the ways that we’ve
been working with faculty is on the development of an
e-portfolio system. Our team here at Notre Dame that
works with our academic technology partnered with the
College of Engineering here to create an e-portfolio that
chemical engineering majors can use throughout their
academic career at Notre Dame to develop a portfolio that
they can take with them through their career
as well as after they leave Notre Dame. And they did that using Google
Sites, which is kind of like a web page publishing service. It’s a wiki-like service, as
well as a documentation storing service. So it uses all those functions
to really bring together a suite of tools that the students
can then bundle together to provide a portfolio
of their work, which was really a big success. And we’re looking at where else
we can use that in the University. We’re also developing our
ongoing marketing plans. This September, we plan to email
all the students with a summary of the new features
and changes that Google’s released over the
last few months. We’re going to be running some
ads in the student newspaper featuring the top
tips that we’re getting for using Google. And we’re also going to be
asking students to start sharing their tips with each
other via our website. We’re going to have a new
feature story on the OIT website that highlights
Google Apps again. And we’re working on
implementing a lot of the news feeds that Google is providing
through their blogs, or their application status dashboard,
into our existing website as well as our campus portal. We’re going to continue to
develop that relationship that we have with Student Government,
to make sure that they continue to bring to us
the needs that the students are voicing, as well as, you
know, we can push information to them through that venue. We’re going to also be growing
the partnerships with some other campus groups, such as
the Student Activities Organization, as well as the
green and sustainability groups that have developed
here on campus. There’s a lot of growth in that
area here at Notre Dame, and Google Apps is actually
a really great way to stop having to print so much
information and to make sharing of information
more electronic. So that meets their needs
in a lot of ways. We’re also going to be having
a contest here with the students, for them to design
a Notre Dame Gmail theme. And we’ll actually have the
student body vote on which they would prefer, and then
we’ll be working with Google to roll that theme
out to students. So now, I will go ahead and open
it up for some Q&A. I’d be happy to help answer any
questions you guys might have. MALE SPEAKER: Thanks, Katie. That was really very
insightful. Very interesting presentation. What we’re going to do now is
we’re going to move over to the Google Moderator
Application. That’s where a lot
of our attendees have put their questions. And I’m going to read out the
questions and, hopefully Katie, you can help us address
those questions. So the first question is, why
only students and alumni, and not staff and administration
as well? KATIE ROSE: Well, like I said,
our General Council and University leadership are not
as comfortable with cloud computing and they’re unsure
about how University sensitive data would be handled. And it’s not that they don’t
trust Google, because our contract would actually cover
all of those things. It’s more that they, they
were unfamiliar with it. And so, they’re starting to look
into rolling things out to staff and administration
also. But at this point, they don’t
plan on doing that for the entire group. What we are doing right now,
though, is we are allowing faculty to request access to
Google Apps as they want it, and then we will create
an account for them. And we kind of provide them some
guidelines, to make sure that they understand, you know,
that this is hosted somewhere else and, you know,
they need to really pay attention to how they are
displaying data and whether it’s made public or if they’re
sharing it to specific people or not, just so that
they’re aware. It’s a new system. They are not as familiar, often
times, with the Google services as students are. So we kind of still have to
spend a little time educating them about it. MALE SPEAKER: Thank
you, Katie. And, just to mention, we have
a lot of universities, including some very large
universities like Boise State, Saint Louis University, Columbia
State University, a lot of universities that are
moving everyone including faculty and staff over
into Google Apps. Just wanted to mention that. CINDY: All right, so on
to the next question. How much were you able to
integrate Google Apps with other services, like
automatically populating students’ calendars with their
course schedule or being able to auto-complete email addresses
with information from your LDAP. KATIE ROSE: Right now, we do
not automatically populate student calendars with their
course schedules. But we are actually looking
into doing that. We’ve had, actually, several
student projects from within the business office and
engineering, that actually started to work on
a way to do that. One of the key pieces of that
project, of course, would be having the students’ schedule
in a format that could be published. And right now, our
administrative system that they use for student information
doesn’t provide that in an easily exportable
format. So that’s one of the things
we’re looking into. The auto-completion of
email addresses. Google actually released some
improvements to their LDAP connectivity recently,
and so we are looking into that as well. We don’t currently have
it available. But that is by our choice. We’re also looking at
integrating Google Apps into some other services. We spent the first year,
essentially, getting comfortable with just the
basic Google Apps. And now, we’re looking into
how else we can use it and make it a more integrated
experience with other systems here at Notre Dame. So, you know, one of the
things we want to do is integrate it with our student
information system to, you know, allow students to
register, allow them to get their class schedule and some
other things like that, so that we can give them more of
that holistic experience instead of having to look in
different locations for different things. MALE SPEAKER: Thank
you, Katie. And here’s another question. And I think you addressed this
during the presentation as well, but here it is again. So, the question is,
satisfaction increased by 36%, you say. What, specifically,
did students love about the switch? And what were the problems
that Google Apps solved? So if you can briefly
address that again. KATIE ROSE: Sure. The number one thing that they
really disliked about the legacy system was the webmail
utility itself. And they wanted specifically
Gmail in its place. So Google Apps obviously solved
that number one issue. Gmail is actually my preferred
email client, as well. The web interface for it,
I think, is fantastic. And our students really,
really love that. In addition to that, they really
liked having a much larger email quota. Going from 100 megabytes
to seven gigs is huge. They liked having an integrated
calendar. They liked having the ability
to use Google docs and other things and have those all
integrate into one service that they could access. And that really, I think, has
been kind of the big overall win, is that they really,
they didn’t get just a new email system. They got a whole suite of tools
that work together. MALE SPEAKER: Thank you. Cindy, do you want to go
with the next question? CINDY: Sure. The next question is, do you
have any plans to introduce any more of Google’s features,
either those available via Google Apps or cloud
computing? Now, I think this might be a
question addressed at Google, so let me just take a stab
at answering that. So, Google Apps is dedicated
to offering a lot more services as we get Google
Apps ready. For example, recently we
implemented video, and we’re dedicated to improving the
sites we’re offering. And so, we’re actually going to
include a lot more in the future, as well. Do you want to add anything,
look at our history, you will see that, you know, we
started off with just Gmail and Google Talk and, you know,
over the course of the last two years, we have introduced
so many more features. So you can definitely expect
a lot more applications and features and services coming in
Google Apps down the road. With that, let me go over to
the next question, which is about, I think this is addressed
to you, Katie. How did you address concerns
about storing potentially sensitive/private data on
servers you didn’t control? KATIE ROSE: Most of that,
actually all of that, I would say, was really handled through
our contract process. Like I said, when we worked with
Google, the things that we were most concerned about was
making sure that we would stay compliant with rules like
FERPA, and when we worked with them on making sure the contract
addressed those things, it really handled
addressing the sensitive private data issues that the
University was concerned with. And it really was very simple. Google was really easy
to work with. And it was not difficult. The other side of that, of
course, is that you have to educate your users about where
it’s appropriate to have sensitive information and how
to handle it correctly. And we have policies here at
Notre Dame that really specify how it’s appropriate to deal
with sensitive, private data that the University owns, and
that really covers, kind of, the whole gamut of things, from
the papers on your desk to electronic information. So making sure that your
customers are educated about the appropriate use of that data
and how to protect it, as well as dealing with the
contract issues, really handles the whole
picture there. MALE SPEAKER: Thank
you, Katie. And I just wanted to add that,
you know, just like you mentioned, our terms of service
definitely, you know, it talks a lot about the
confidentiality and privacy of customer data. You know, just so that you guys
know, our data centers are SAS 70 certified. And, you know, we specifically
call out the FERPA, you know, laws as well, in our terms
of service now. So, you know, this is a huge
issue, you know, as far as Google is concerned as well. And we are very cognizant
of our responsibilities in this area. With that, let me hand the next
question over to Cindy. CINDY: The next one’s
a good one. So, the question is, did you
consider Microsoft offerings in this space? If so, why did you choose
not to go with them? KATIE ROSE: We did look at
Microsoft Exchange Labs as one of the other options we had. We didn’t choose Microsoft
for a couple of reasons. One of them was that it really
didn’t play nice across all of the platforms, especially
mobility-wise. At the time that we were looking
at this, the best support that really gave you
the full features for the mobile devices only worked
for Windows Mobile. And we knew that we had a
growing number of iPhones coming on campus as well
as Blackberries. And we needed something
that was going to work across all of those. In addition, it was really
focused on Internet Explorer, so that really was a downside
for our Mac and Linux community that we also were
seeing growing numbers in. So, at the time we made that
decision, Microsoft really was not going to be as fully
featured a tool as we needed it to be for the entire
student body. MALE SPEAKER: Thank you. And the next question is
interesting as well. And I think it’s addressed
to you. So, do you ever have a
legal/security need to access student email accounts? If so, are you able
to do this? KATIE ROSE: In the ten years
I’ve worked at Notre Dame, I know of only one time when we’ve
been asked to access a student email account for a
legal or security need. Generally speaking, the only
time we have had a need to look into a student account is
really if it was being used to spam some other account
somewhere, at which time, we just spin the account
password. We don’t actually go
in and look at the student email account. While our policy here at Notre
Dame allows the University to reserve the right to do that,
it’s very rarely if ever used in my knowledge. And while we can gain access
to the student account on Google if we need to, since
we’ve moved to Google, we have not had the need to. And I’d be surprised. It would really take an awful
lot for the University to direct us to do that
for student emails. MALE SPEAKER: Thank
you, Katie. And I’ll also add a little
bit to that. You know, if there is a legal
need to access student email accounts, you can always come
to Google’s customer support with the subpoena or with that
legal request, and Google will be happy to help
you with that. And there are multiple other
options as well. Since the University, you as a
university own the data, you have access to the
students email accounts in multiple ways. Everything from resetting email
accounts to using some of the new technology like
OAuth to essentially authenticate the administrator
as a student and entering new email accounts, as well as
setting up mail gateways, through which you can have,
you know, emails passing through that system where you
can monitor a student’s email if you wanted to. So all those options
are available. And Google Apps is very flexible
and able to integrate with other systems, to allow
such a, you know, such kind of, a legal security mechanism
to be able to monitor student email. CINDY: Great. So, the next question is,
what did Notre Dame do to account for the– KATIE ROSE: Their mail continued
to work through the whole thing. [? That ?] are out there and
most of the other mail interfaces that faculty or staff
would use on campus were totally unaffected. [UNINTELLIGIBLE] –were working on identity
management, some of the academic projects that we have
under way, as well as implementing the other service
for faculty and staff. MALE SPEAKER: Sounds good. CINDY: Great. The next question on mine is,
have you talked about or plan to implement any of the Google
services into the administrative offices
on campus? For example, Admissions Office
in use for making appointments of prospective students? KATIE ROSE: Right now, although
the faculty and staff and the students are on
different calendaring systems, meeting invitations can be
sent between the two. Because Google complies with
iCal’s calendaring standards. So, the admissions office can
actually send an appointment meeting to a student,
and they can accept or decline in Google. And the response goes back to
the administrative staff here. As well as, vice versa. Students can invite a faculty or
staff member to a meeting, and that person can accept
and decline. And the student will see
the response. as well. So in that respect, they are
already working together. We are continuing to talk with
university leadership about providing Google accounts to
faculty and staff, on a larger scale, especially for
departmental usage. And we are starting
to do that. Slowly. you know, for instance, the law
school here has a Google account, and they use that to
publish calendars about events for all of the different areas
of the law school. And then students can subscribe
to those events, those event calendars. So that’s definitely one area
that we’re looking to grow, but there is already some usage
that just works out of the box, whether they’re
on Google or not. MALE SPEAKER: Thank you. And the other question, I think this was already addressed. It had to do annual savings
for the institution. And they mention including
hardware, software, personnel, et cetera. So I think you already
mentioned the $1.5 million number. KATIE ROSE: It’s amazing to me,
actually, how simple this was to implement and how
little time our email administrators and our directory
middleware people really have to spend on
managing this service. Google has done a
fantastic job. We just make sure that the
accounts get provisioned appropriately. And that’s really all we have to
take care of in that sense. So, it really cut back a lot of
time that we were spending, investigating issues for
students about what was going on with our legacy
mail service. In terms of hardware and
software costs, obviously we don’t buy hardware for our
mail service every year. But the initial $1.5 million to
implement the new system we implemented for faculty and
staff made a huge difference. And I don’t know that we’ve
ever pulled together the annual savings for software
costs, because obviously you renew licenses every year. But Google is currently offering
this service at no cost. So no matter what you do
here, you’re going to be saving some money. FEMALE SPEAKER: All right, so
the next question on here is, do you still offer alternative
email access, or do you offer this service as an option,
providing an alternative for those who wish not to
use Google Apps? KATIE ROSE: We currently only
offer email service to students through Google. They have the option to forward
their mail, using Google’s utility,
to another email address if they so choose. The University’s stance is that
your Notre Dame email address is one of the official
communication mechanisms. So they are required to check their
Notre Dame mail in some way, shape or form. But they aren’t allowed to
really opt out of the service in the first place. And we’ve not, we’ve had only
one student who did not want to use Google, and we ended
up talking to him a little further and got him to use it. So everybody else was really
happy to switch over. FEMALE SPEAKER: Great. MALE SPEAKER: And, so, the
next question is, is the POP/IMAP access active, as in
any of the Google Apps-based email system? KATIE ROSE: Yes. We do have POP and IMAP
access turned on. That’s something
that can be set specifically for your domain. So you can choose to only offer
service through the Gmail web interface. Or you can turn on POP and IMAP
and allow them to use other clients. We chose to do that because that
is something we’ve always made available to our students,
and we didn’t want to take away any
functionality. And we see, we still see a fair
number of students using POP and IMAP clients, especially
from their phones we see that. But most of the students really
seem to prefer webmail interfaces. I think because that’s
what they’ve been used to growing up. CINDY: So, I just want
to take a step back. We have a couple of questions
regarding that one student who did not want to use Google. What were their concerns? And why didn’t they want
to use Google? We had a couple of questions
in the Q&A. KATIE ROSE: They were concerned
about privacy and having their email stored at a
commercial, at a commercial service not here on campus. And, you know, when we talked
with them, we explained that, you know, the University had
signed a contract with Google, and that Google handles this
data according to the rules of that contract. And, you know, we kind of walked
them through that. And that really helped convince
them that their information was safe. And that they weren’t
being treated as a second class citizen. CINDY: Gotcha. Thanks for the clarification. MALE SPEAKER: And the next
question is, we provide email forwarding for life, so that
they’re ensured that the person’s email address continues
to keep them connected to us and their
colleagues for years. Did your school offer something
similar and successfully transition
the service to Google? KATIE ROSE: Yes. Actually, our alumni service
offers email for life. And previously, they had offered
just a forwarding service, where you just have
an email address that forwarded somewhere else. They had actually received a
lot of requests from the alumni here, for an actual
mailbox instead of just a forwarding address. And so, when we signed the
contract with Google, we actually started to transition
the alumni service over to Google as well. And they actually are in a
separate domain from the students, because it was
important for our university leadership. They felt like it was important
to visually distinguish between active
students and alumni. And so, they have an domain that they can continue to use for as long
as they want to, once they graduate. And we have instructions posted
for them on how to transition between
the two accounts. MALE SPEAKER: Thank you. And I think we have time for
just one more question. KATIE ROSE: All right. The last question is, how did
this implementation change the amount of effort required
to administer students’ user accounts. CINDY: It actually made
it much easier. There was a lot less for us to
managed here at Notre Dame. We get the information from our
state information system on who is an active student. We make sure that their account
gets created in Google and we do that on
a daily basis. And then when they graduate
and we get the information that they are no longer a
student here, we make sure that we go back through and de-provision the count correctly. Instead of having to not only
provision the account, but provision in their mailbox,
and back up their mail and make sure that all
of that happens. We don’t have to worry
about that anymore. MALE SPEAKER: Thank you. And with that, we’ll come to
the end of this Q&A. And again, Katie, I would like to
thank you for your time and your talking to us about your
implementation, your presentation and especially
answering all these questions. I’m sure our attendees really
had a good time and enjoyed this presentation. KATIE ROSE: I’m happy
I could help. And feel free to email me if
we have any questions that didn’t get answered. MALE SPEAKER: Thank you. And I also wanted to remind all
the attendees that we are recording this webinar . So there will be a
video available. very soon on our website. and wanted to remind you again
about our web site. And with that, we’re coming to
the end of the audio portion of this webinar. Cindy and I will remain online
for a few more minutes to answer the last few remaining
questions in the Q&A section within the WebEx. And, you know, once we are done,
maybe we should expect to receive an email from us
with the presentation and hopefully a link to the
video as well for this recorded webinar. and with that, I’d like to thank
everyone who joined us today for this webinar. Everyone, have a great day.

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