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Google Apps for Education (GAE) Goes Live!

The official kickoff for Google Apps for Education (GAE) began in May of 2011 when incoming students began receiving GAE accounts.  GAE is an IT solution that provides communication and collaboration tools for free, and includes email, sharable online calendars, instant messaging tools, and websites. There's no hardware or software to install or maintain and students can access GAE through a standard web browser--anytime, from anyplace.

CITS worked very closely with the Student Government Association (SGA) and campus schools investigating a replacement for the student email system (myUM Mail).  Members of the SGA piloted the system for a couple of months prior to the decision to go live.  Existing students using myUM Mail received weekly email communication throughout the summer enabling them to migrate their myUM Mail accounts to GAE.  As of the first week of October 2011 the migration was complete...

GAE Migration Fast Facts

-       A Fall 2009 survey of all students showed a large number already were forwarding their email to Google (Gmail).

-       Students were asking for collaboration tools such as document sharing, instant messaging, video, chat, web sites, etc., so that they could work better with their peers across schools.

-       GAE has been available from Google since October, 2006.

-       The Maryland Attorney General’s office signed off on a state-wide contract with Google.

-       Chancellor Kirwan signed the agreement on behalf of the Maryland Education Enterprise Consortium (MEEC) in June of 2010.

-       GAE is different than the “consumer” Google most people use for their private Gmail accounts.  Some notable differences are:

o   All data stored by UM in the GAE service is owned by UM.

o   Google is not allowed to advertise to students.

o   Google may not “mine” UM data for any reason.

o   Google is not allowed to share any addresses or data with any third parties.

-       Student email addresses did not change and remained …umaryland.edu addresses

-       Students continue to create their email accounts via the UM (formerly myUMB)  Account Management Site.

-       Students utilize their UMIDs to access GAE services.

-       GAE supports “single sign-on,” meaning once a student types in his or her UMID and password he or she will immediately have access to Blackboard, UM Alerts, and GAE,  without having to log onto all three separately.

For more information on accessing and using your GAE account, visit: http://www.umaryland.edu/helpdesk/systems/gae/index.html

Security and Compliance

-       All email messages will pass through UM servers for anti-virus, anti-SPAM, and message delivery

-       To meet HIPAA and compliance issues, CITS worked very closely with both the School of Medicine and the School of Dentistry.

-       Several SOM programs will be hosted on SOM servers.  For more information visit: http://medschool.umaryland.edu/IS/studentemail.asp

-       CITS worked with the Dental School to deploy a solution to meet their HIPAA needs by deploying Data Loss Prevention (DLP) and encryption on the campus Cisco IronPort email security appliances.

-       What is Data Loss Prevention (DLP) for email?

1.    DLP for email is content-level scanning of email messages and attachments to detect inappropriate transport of sensitive information. Examples of sensitive content are personal identifiers (e.g., credit card or Social Security numbers, HIPAA/PHI) or corporate intellectual property (e.g., internal or confidential documents).

2.    The DLP security solution can help campus schools, administrative, and academic departments meet their compliance requirements.

If you are interested in discussing Data Loss Prevention (DLP) or encryption for email, please contact Jim Leoni at x6-5895 or jleoni@umaryland.edu.


Phishing Messages

Beware of messages asking for your username and password!  Click here for more information on Phishing Messages and Scams.