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April 19, 2016

Google Drive Overview

Purpose

Google Drive is a web-based file repository for the office applications of Google Apps (Docs, Sheets, Slides, Forms, and Drawings) and for various other formats commonly used including the Microsoft Office suite of programs and Adobe Acrobat’s PDF file format. Google Drive under the CAS Google Apps for Education works in conjunction with Gmail and other Google Apps (YouTube, Maps, etc.) to allow for a fully interactive and collaborative user experience.

In order to take advantage of the Google Apps for use on campus, please consult CASIT to create a CAS Google account for you by filling out this form.

This service is only available to CAS faculty, staff, and GTFs.

Getting Started in Google Drive

Go to drive.google.com and sign in to your CAS Google account. You will be directed to your Drive home screen:

The Google Drive layout is similar to the Gmail layout with a few differences:

  1. A Google Search bar is available to search through your Drive.
  2. New documents (Docs, Sheets, Slides, Forms, Drawings) and other files and folders can be uploaded here. Existing and shared files (under Incoming) are here as well.
  3. All files within a particular folder (in the image above: My Drive)
  4. Gives either a description of a selected file or an activity feed of accessed files.

To open a file or folder once it is uploaded, double-click on its title to proceed.

Note: If you have uploaded a Word, Excel, or PowerPoint file, it needs to be converted to its Google counterpart in order to make any edits.

Regarding storage, those with a CAS Google account have unlimited storage.

Links to Additional Content

Click on any of the following links to view information on other Google Apps:

  • Gmail
  • Calendar
  • Docs
  • Sheets
  • Slides
  • Forms
  • Drawings
January 29, 2016

Turning Off Contact Info from Mail (OS X El Capitan)

With Apple OS X El Capitan (10.11), Apple introduced a feature that picks out email addresses from the Mail application and populates it within Contacts. It is meant to serve as a nice assistant when drafting emails however it is perhaps a little too eager.

When using the Mail application at the University, this feature will pull information from the signature line of mailing lists that generally have the name of the list as part of it. Mail will pull that address and associate it with the sender regardless of whether they are a list administrator–a mere post to the list can trigger it.

In order to disable this feature, you must go into the Contacts application and open the application’s Preferences window (Contacts > Preferences or Command-,), then uncheck the box to Show contacts found in Mail (seen below):

Contacts_1

Once that box is unchecked, you will see a prompt asking if you really want to do this. Click Turn Off to proceed:

Contacts_2

Links to Additional Content

UO mailing lists are the main interference of this software feature. If you are a list administrator, click here to read about how to remove the list address from the signature line.

Editing Signature Line in UO Mailing Lists

Prerequisites

If you would like to create a list for any reason, go to the UO Mailing Lists website to sign up.

In order to make the edits, you must be a list administrator. If you have a list and are the administrator, read below to proceed.

Process

Sign in to your mailing list by going to the list’s URL (e.g. http://lists.uoregon.edu/mailman/listinfo/yourlistname)

After signing in, proceed to the bottom of the page and click on the list’s administrative interface screen:

MailingLists_1

From here, click on the Non-digest options link in the upper-right of the page and scroll to the field marked msg_footer. Once there, you can edit the contents of the signature line for each message sent from administrator(s) and user(s) of the list (pictured below is what is needed to be removed to avoid conflict with Apple OS X El Capitan’s Contact Info feature, click here for more information):

In order to avoid triggering the Apple Contacts feature referenced above, be sure to delete the %(real_name)s@%(host_name)s line. Once done, it will look like the image below.

MailingLists_3

Click Save Changes to proceed. You can then logout and close the browser tab/window.

Links to Additional Content

Click here to learn more about the Apple Contact Info feature that mailing list signature lines interfere with.

November 16, 2015

Forwarding UO email to Gmail

Purpose

This post is designed to guide you through the process of forwarding email from your uoregon.edu account to Google’s Gmail service.

To have access to Gmail (and the entire Google Apps Suite) within CAS, you may submit your request by filling out this form. Additionally, this post will use Outlook for Mac 2011 to show how to setup forwarding rules. For another platform or any questions, please contact CASIT.

Click any of the section titles below to proceed.

Adding Rules for Forwarding

Once your Exchange account has been set up, your mail will need to be forwarded to your CAS Gmail account.

In order to do so, click on the Rules button in the main Home toolbar.

Then click on Edit Rules…,

Make sure to select the Exchange server, then click on the icon to add a new rule.

Establish the parameters for mail forwarding:

  1. Create a Rule name
  2. Select the All Messages condition from the menu
  3. Under Do The Following:, select Redirect To, then enter your CAS Gmail account
  4. Click OK.

You can now close out of Outlook and use Gmail.

Additional Notes

These rules can also be edited and created from the Outlook Web App as well (located in the Options menu, then click Organize E-mail). Go to outlook.uoregon.edu in your web browser to proceed:

Links to Additional Content

CASIT Training has developed more documentation and how-to guides in various other subjects including Gmail and Google Apps for Education. For more information, click here to proceed or contact CASIT.

 

November 12, 2015

Google Docs Overview

Purpose

This article is designed to guide users within CAS through some of the features of Google Docs–the word processing portion of the Google Apps suite. Many of its features are similar to other word processing programs like Microsoft Word or Pages from Apple. Google Docs in fully integrated with Google Drive and is accessible online via web browser and through its own mobile application (on iOS and Android platforms).

For faculty, staff, and graduate teaching fellows (GTFs) within CAS, a CAS Google account can be acquired through an opt-in process here.

Getting Started in Docs

In order to create a document in Google Docs, you will first need to go to drive.google.com, click the New button, and select Google Docs

From here, the user will be directed to a new screen with a full word processor.

  1. Here the document can be named (click to edit)
  2. Standard File Menus
  3. Standard toolbar (with print, font, rich text, spacing features)
  4. Body of document (Letter size default)
  5. Takes user to Docs home page (see below)

Features

Since Google Docs is entirely web-based, many of its features are collaborative in several ways. The author of the document share the file with collaborators and assign access levels to each if preferred.

Collaboration

First, any document can be shared with fellow collaborators. The author of the document can also determine how collaborators can interact with the document.

First, click on the Share button in the upper-left corner.

Then, add the e-mail addresses of your collaborators.

Note: Those who have CAS Gmail accounts will see fellow CAS Google users when typing in e-mail addresses.

  1. This link can be copied into an e-mail with collaborators
  2. The document’s visibility online can be set to private (default) or public
  3. The owner of the document
  4. Invite people via e-mail (or names if they’re in your contacts list from Gmail) and set view/edit permissions
  5. The owner can set the global permissions for the document (default setting is shown)

Click Done once all preferences have been set.

Exporting Documents

The document can be exported to other standard formats. Click File > Download As… > select export format

The document will save to your web browser’s default download folder.

Research Tools

Google Docs allows for users to conduct searches from a sidebar within the document.

Under the Tools menu, select the Research option.

Any information found within the research tool can be added into the document. Any results found within this sidebar can be correctly cited into your document in MLA, APA, or Chicago formats. Just click the small arrow below the search field for the available options (as seen below).

Add-ons

There are additional features that can be enabled through free add-ons from third party vendors. Click the Add-Ons menu, then select Get add-ons…

Docs Home Page

When the user clicks on the Docs icon in the upper left of the window, they will be directed to the Docs home page (which bears similarities to the main Drive page):

July 10, 2015

Using Google Calendar

Purpose

This post is designed to guide users through Google Calendar–the calendar program within the Google Apps suite. Google Calendar bears similarities to Microsoft Outlook and Apple’s iCal.

For faculty, staff, and graduate teaching fellows (GTFs) within CASa CAS Google account can be acquired through an opt-in process here.

(more…)

June 5, 2015

Using Google Drive and Google Apps

Purpose

This post is designed to guide Google Apps Suite users through Google Drive’s various functions. Google Drive is a web-based file repository for the office applications of Google Apps (Docs, Sheets, Slides, Forms, and Drawing) and for various other formats commonly used including the Microsoft Office suite of programs and Adobe Acrobat’s PDF file format. Google Drive under the CAS Google Apps for Education works in conjunction with Gmail and other Google Apps (YouTube, Maps, etc.) to allow for a fully interactive and collaborative user experience.

In order to take advantage of the Google Apps for use on campus, please consult CASIT to create a CAS Google account for you by filling out this form.

This service is only available to CAS faculty, staff, and GTFs at this time.

Getting Started in Google Drive

Go to drive.google.com and sign in to your CAS Google account. You will be directed to your Drive home screen:

DriveHome

The Google Drive layout is similar to the Gmail layout with a few differences:

  1. A Google Search bar is available to search through your Drive.
  2. New documents (Docs, Sheets, Slides, Forms, Drawings) and other files and folders can be uploaded here. Existing and shared files (under Incoming) are here as well.
  3. All files within a particular folder (in the image above: My Drive)
  4. Gives either a description of a selected file or an activity feed of accessed files.

To open a file or folder once it is uploaded, double-click on its title to proceed.

Note: If you have uploaded a Word, Excel, or PowerPoint file, it needs to be converted to its Google counterpart in order to make any edits.

Regarding storage, those with a CAS Google account have unlimited storage.

CAS GAE Unlimited

May 14, 2015

Forwarding UO Email to Gmail

Purpose

This article is designed to guide you through the process of forwarding e-mail from your uoregon.edu account to Google’s Gmail service.

To have access to Gmail (and the entire Google Apps Suite) within CAS, you may submit your request by filling out this form.

Additionally, make sure that your Outlook account has been set up via Exchange.

Adding Rules for Forwarding

Any UO email may be forwarded to your CAS Gmail account if you choose.

In order to do so, click on the Rules button in the main Home toolbar. (more…)

Creating and managing contacts in Gmail

Purpose

This post is designed to guide users through how to create and manage contacts within Gmail. (more…)

Creating filters in Gmail

Purpose

In Gmail, the user can set up filters to route email from different email addresses, people, and message contents. Each of these filters can be assigned to stay in the inbox with a label or be sent to a specific folder accessible from the left-hand menu. (more…)

Getting Started with Gmail

Purpose

This post is designed to guide you through the process of having Gmail as your primary email client and composing a message.

Requirements

To use Google Apps for Education within CAS, you must register for an account first.

Once you have done so, proceed through the steps below.

Getting Started in Gmail

If you decide to use Gmail as your primary email client, you will first have to forward all e-mail from your UO email account to Gmail. (more…)

March 28, 2013

Sensitive University Data

Sensitive University Information

(Please note, until the UO adopts an official policy on what is Sensitive University Data, the below list is one that CASIT is using as a working model.)

Sensitive University Data is data that is considered Registered Confidential or Confidential. It is data that is regulated by Federal or State laws including but not limited to:

  • Family Rights and Privacy Act (FERPA)
  • Health Insurance Portability and Accountability Act (HIPAA)
  • Electronic Communications Privacy Act (ECPA)
  • Gramm-Leach-Bliley Act (GLBA)
  • Children’s Online Privacy Protection Act (COPPA)
  • Freedom of Information Action (FOIA)
  • Connecticut Personal Data Act
  • Federal Trade Commission (FTC) Act
  • Red Flag Rule (Identity Theft Regulation)
  • Other relevant University policies or procedures.

The following data elements require the highest level of protection. This list may expand based on future regulatory requirements. This list is not to be construed as a comprehensive list. Other data may also require similar protections. Contact CASIT to discuss the security measures that must be implemented for all other data that is not considered public.

SSN and Other Personally Identifiable Information

  • Name (First name or initial and Last name), when stored or displayed with one or more of the other listed data elements
  • Social Security Number
  • Driver’s license number
  • State identification card number
  • Financial account numbers such as credit, debit, or bank account numbers
  • Passport number
  • Alien registration number
  • Health insurance identification number

Credit Card Information

  • Primary Account Number (when stored with any other information below)
  • Cardholder Name
  • Service Code
  • Expiration Date

(Individual) Student University Records

  • Grades/Transcripts/Test scores
  • Courses taken/Schedule
  • Advising records
  • Educational services received
  • Disciplinary actions
  • Student Financial Aid, Grants, and Loans
  • Financial account and payment information including billing statements, bank account and credit card information
  • Admissions and recruiting information including test scores, high school grade point average, high school class rank, etc.
  • Student Personnel records

Personal Health Information

  • Information that identifies the individual, or could reasonably be used to identify the individual, including, but not limited to name, addresses, telephone/fax number, medical record number, telephone number, birthday, admission/discharge date, vehicle ID and serial number, device IDs and serial number, certificate/license numbers, biometric identifiers, full-face images, other unique identifying number/characteristic/code.
  • Information about the patient’s past, present or future physical or mental health or condition
  • Information relating to the provision of, or payment for, health care

Financial Data

  • Employee financial account information
  • Student financial account information – aid/grants/bills (covered under FERPA)
  • Individual financial information
  • Business partner and vendor financial account information

 

March 27, 2013

Cloud Storage Security Matrix

CASIT CASIT Google Apps for Education Google Apps for Business SpiderOak Google Drive (Personal) DropBox Box
Initial Allocation 50GB Home & 100GB Dept 25 GB 25 GB 2 GB 5 GB 2 GB 5 GB
Initial Cost Free Free $50/user/year Free Free Free Free
Data Mining NO NO NO NO YES YES YES
FERPA YES YES YES YES NO NO NO
HIPAA YES NO YES YES NO NO NO
Data-at-rest in USA (ITAR) YES NO NO YES NO NO NO
Backup YES (to tape, + off-site) cloud cloud cloud cloud cloud cloud
Cost for Additional Storage $0 just ask $4/month /25GB $100/Year /100GB $2.50/month /25GB $100/Year /100GB $10/month /25GB
Notes 100% on campus Encrypted transmission Encrypted transmission 100% Encrypted transmission and stored fully encrypted in the USA Encrypted transmission – Dropbox uses Amazon's Simple Storage Service (S3) for storage

 

The University of Oregon has not yet created a clear policy on cloud storage but is working on one. Users should proceed with caution – laws regarding data storage have not kept up with current technological offerings.

TERMS

(Please note the below list of terms are terms that we are using as working definitions.)

FERPA – The Family Educational Rights and Privacy Act of 1974, is a federal law that pertains to the release of and access to educational records. The law applies to all schools that receive funds under an applicable program of the US Department of Education.  FERPA applies to personally identifiable information in educational records. This includes items such as the student’s name, names of family members, addresses, personal identifiers such as social security numbers, and personal characteristics or other information that make the student’s identity easily traceable.

HIPAA – The HIPAA Privacy Rule established national standards to guard the privacy of a patient’s protected health information. Protected health information includes:
1) Information created or received by a health care provider or health plan that includes health information or health care payment information plus information that personally identifies the individual patient or plan member.
2) Personal identifiers include: a patient’s name and email, web site and home addresses; identifying numbers (including Social Security, medical records, insurance numbers, biomedical devices, vehicle identifiers and license numbers); full facial photos and other biometric identifiers; and dates (such as birth date, dates of admission and discharge, death).

ITAR – Federal regulations promulgated and enforced by the Department of Commerce, Export Administration Regulations (EAR), and the Department of State, International Traffic in Arms Regulations (ITAR), prohibit the unlicensed export of specific technologies for reasons of national security or protection of trade. If University research involves such specified technologies, the EAR and/or ITAR may require the University to obtain prior approval from State or Commerce before allowing foreign nationals to participate in the research, partnering with a foreign company and/or sharing research—verbally or in writing—with persons who are not United States citizens or permanent resident aliens.

Export control regulations have the potential to harm the quality of University research, undermine publication rights, and prohibit international collaboration if the dissemination of University research is not placed in the public domain and does not qualify for the “fundamental research” exclusion (see below). The consequences of violating these regulations can be quite severe, ranging from loss of research contracts to monetary penalties to jail time for the individual violating these regulations.

Fundamental Research – The export control regulations do not apply to the results of “fundamental research” at universities and other institutions of higher learning. Under the EAR and the ITAR, fundamental research is defined to mean “basic and applied research” in science and engineering at accredited institutions of higher learning in the United States where the resulting information is ordinarily published and shared broadly within the scientific community. Fundamental research is distinguished from research where the results are subject to access or publication restrictions for proprietary, national security or foreign policy reasons.

Data Mining –  is the computer-assisted process of digging through and analyzing enormous sets of data and then extracting the meaning of the data. Data mining tools predict behaviors and future trends, allowing businesses to make proactive, knowledge-driven decisions. Data mining tools can answer business questions that traditionally were too time consuming to resolve. The tools scour databases for hidden patterns, finding predictive information that lies outside expectations. Consider the implications if every telephone call you make, every credit card purchase you make, every flight you take, every visit to the doctor you make, every warranty card you send in, every employment application you fill out, every school record you have, your credit record, every web page you visit was all collected together? A lot would be known about you.

Data at rest – Any data that is stored on a device as opposed to data that is traversing a network.

Encryption – An algorithmic process of encoding data to make it unintelligible except to users with the keys to decode the data.

Sensitive University Data – University Data that includes information that personally identifies individuals and any other data that is identified by law, regulation, policy or practice as confidential or registered confidential. (See Sensitive Data Checklist for specific data included in this category.)

University Data – Items of information that are collected, maintained, and utilized by the University for the purpose of carrying out institutional business subject to or limited by any overriding contractual or statutory regulations. University Data may be stored either electronically or on paper and may be of many forms (including but not limited to: text, graphics, images, sound, or video).

Research data – scholarly work of faculty or students, and intellectual property that do not contain personally-identifiable information or other data protected by law or University policy. The data, records, files or other evidence, irrespective of their content or form (e.g. in print, digital, physical or other forms), that comprise research observations, findings or outcomes, including primary materials and analyzed data.

Last updated: 10/22/2015

July 27, 2012

Visualizing Google Spreadsheets

Google provides easy to use tools to visualize data called Google Chart Tools. They have a rich gallery of interactive charts and data tools that are customizable, support all browsers and are free to use.

 

Tribal Climate Change Funding Guide

An example of using a Google spreadsheet as a datasource is Tribal Climate Change Funding Guide. The page displays a table of data that CASIT Web Services set up using the Google visualization API combined with some PHP code to add specific filters that use the Google data queries. The page was set up based on guidelines from Google Chart tools documentation and from Katie Piatt’s Blog.

For other examples please look at Google Chart Tools playground and examples pages.

Quick link: Introduction to Using Chart Tools.

Tags:
October 21, 2011

Best Practices with Google Apps for Education and Sensitive Data

What should not be stored in Google Docs:

  • Personal information (e.g., social security numbers, dates of birth, student records, and financial aid data).
  • Proprietary information (e.g., College financial data and donor information).
  • Regulated information, the disclosure of which is subject to regulatory compliance (including FERPA and GLBA).
  • Tenure related files
  • Contract related files

However, files of the above nature can be stored in your department network file share. If you are not sure if you have a department network file share, lack the proper permissions, or would like to have one set up for you, CASIT can help you. Simply email casit@uoregon.edu and we will take care of the rest.

Click the following link for more information on Oregon University System’s Faculty Records Policy.

Note: This policy will remain intact until notice from the newly appointed UO Board of Trustees.

Google Apps Security Guidelines for CAS Faculty and Staff

While Google Apps for Education @ CAS is appropriate for most communication and collaboration, the sensitivity and nature of the information and any applicable privacy and security policies, laws, regulations or other restrictions must be carefully considered before you choose to store information in Google Apps for Education. If you have any questions about whether Google Apps for Education @ CAS is an appropriate tool for your collaboration or storage needs, contact CASIT.

File Storage

Whenever technically feasible, sensitive information should be stored on network file space in restricted directories, not on an office computer or a removable storage device (e.g., USB key, CD, or DVD). If a computer must be used to store sensitive information, it must be in a secure location, and each individual authorized to use the computer should have a unique username with a strong password. Sensitive information should not be stored on a laptop unless absolutely necessary. It should also not be stored in the Cloud using Google Apps for Education, Dropbox, or any other service.

Does Gmail and Google Apps for Education meet FERPA guidelines?

Google is contractually and legally responsible to protect information. Google will not share e-mail contents or personal information to outside parties while under contract with the University.

For more information on FERPA guidelines, please see this page.

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