Google Apps

Last Revised: January 10, 2019

Refer Questions to: Executive Director, Gallaudet Technology Services

Policy

Gallaudet University uses Google Apps for Education as their primary tool for communication, collaboration, and data storage. Although data is stored using Google Apps resources, the content is still owned and managed by Gallaudet University and is considered a Gallaudet University record. Therefore, when using Google Apps, you are responsible for reviewing and abiding by the Use of Information Technology Resources policy.

Below is an outline of Google Apps for Education resources that are available to Gallaudet University and Clerc Center communities and are supported by Gallaudet Technology Services.

Google Apps (core):

• Gmail
• Contacts
• Calendar
• Drive
• Groups for Business
• Hangouts
• Sites

Google Apps (additional services)

• YouTube (limited access for Clerc Center’s K-12 students)
• Google+ (not available for Clerc Center’s K-12 students)

Google Apps Secondary Applications

• EchoSign (electronic signature for documents, forms, etc.)

Additional Apps

Google Apps Marketplace has a wide selection of apps that are offered by third-party vendors. They help users to do more on web and accomplish specific business and education tasks in Google Apps environment. Most of apps will require Google Admin to approve and have them incorporated into Gallaudet Google Apps (GGA) environment. If you find that the app should be part of GGA, submit your request to IT Service Desk with an explanation of why you think that the app will benefit the Gallaudet University and Clerc Center communities. GTS will review and make the decision and/or recommendation based on the following criteria as listed below.

• Licensing
• Cost
• Admin requirement
• Integration and management
• Data requirement (storage, security, backup)
• Reliability, functionality and usability
• Effects on the interface of Google Apps
• Does not create issues in term of security, privacy and/or legal

Appropriate Use of Private and Sensitive Data in Google Apps:

Gallaudet and Google have negotiated contractual terms and conditions that protect the privacy and confidentially of University students, faculty, staff, alumni and Clerc Center students, teachers and staff in the Gallaudet Google Apps (GGA). As a result, you may use GGA to conduct activities that are aligned with your role at the University and Clerc Center, provided that you do so in accordance with all of the following:

• GTS Information Security Guideline
• Google Apps for Education Privacy
• Understand that Gallaudet Google Apps is FERPA compliant
  What is FERPA? https://en.wikipedia.org/wiki/Family_Educational_Rights_and_Privacy_Act
• Understand that Gallaudet Google Apps is not yet HIPAA compliant
  What is HIPAA? https://en.wikipedia.org/wiki/Health_Insurance_Portability_and_Accountability_Act

Last Reviewed: 11/04/2019