D102 Google Apps Migration FAQ

Article ID: 160

Last updated: 01 Jun, 2012

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Posted: 14 Mar, 2012
by Donovan T.

Updated: 01 Jun, 2012
by Donovan T.

This document outlines a number of the factors influencing our decision to migrate to Google Apps for Education. We will update it as new questions arise.

What’s special about Google Apps for Education?

Google Apps for Education (GAFE) is a specially “packaged” version of the same Google tools an individual can have access to by simply signing up for an account: Gmail, Google Docs, Google Calendar, etc. Unlike the personal accounts, however, GAFE accounts are managed by the educational institution. This allows us to, among other things, set up accounts for all of our students and staff, control access for students, and leverage group features for collaboration within the district. It makes sharing within the district easier, while also making it easier to be open to the world, where appropriate. This level of management isn’t possible with individual, personal Google accounts.

What exactly is Google Apps for Education replacing?

Most significantly, Google Apps will replace FirstClass. However, because Google's products include many more features than FirstClass, we may find that there are solutions to other communication, collaboration and sharing needs. We have already begun using Google Calendars instead of FirstClass calendars and shared Google Docs instead of emailing documents or uploading to wikis.

Why are we migrating to Google Apps for Education?

Here are a number of reasons for our switch from First Class to Google Apps:

FirstClass is a closed system which, while it does some things well, does not give us the kind of flexibility and openness Google Apps does. As we continue to take advantage of mobile devices, we can count on Google to support the widest variety of platforms, benefiting students and staff.
Staff have already begun to use Google Apps’ document and calendar sharing features. Prior to creating the district Google Apps for Education “domain,” this required teachers to have their own, personal Google accounts. In order to support and expand this already-increasing use, it makes sense to migrate to Google.
Google is in widespread use in the “outside world.” On the one hand, this means we can leverage knowledge gained and resources available outside the district. Other districts have already made this change and have published all sorts of resources we can take advantage of. On the other hand, the skills our staff and students develop using Google Apps for district purposes will transfer to personal uses. Stevenson HS is migrating to Google Apps from First Class, so having used Google tools here in D102, our students will be able to hit the ground running freshman year at SHS.
Teachers want to be able to use documents, forms, and calendar sharing features with students. This is not possible with personal Google accounts because students under age 13 are prohibited from creating personal Google accounts. However, with Google Apps for Education, we can create student accounts just as we do for First Class right now. We can also control the services available to students.
Our Personal Technology Initiative for 2012-2013 in grades 5 and 7 will rely heavily on on-line resources. Because Google docs live “in the cloud,” they can be accessed from any device a student has access to, ensuring that basic word-processing, spreadsheet, and presentation documents can be edited outside of school without need for additional software.
FirstClass is a costly system. By itself, this is not a reason to migrate away from it, however, combined with the other factors, it becomes expensive for what it provides us.
- FirstClass requires an annual fee based on the number of user accounts in the system, both staff and students. Google is free.
- Google’s spam filtering is extremely robust and effective, so we won’t need our existing spam filter once we have migrated our email completely.
- Because Google hosts our data, we will no longer have the ongoing costs of maintaining servers for the services offered by Google.
- While not eliminating the need for desktop counterparts (Microsoft Office, iWork apps), we may find that we are able to reduce the number of licenses needed for other software as a result of features offered by Google Apps.

When are we migrating?

Barring unforeseen circumstances, we will be switching over on or around July 6, 2012. At that time:

All new mail will be delivered only to your D102 Google account,
All conferences will be locked down so that no new messages can be posted, and
Student accounts will be deactivated (see below for more info on student accounts)

Why now?

One reason for migrating when we are is that we had already begun using Google’s services. That train left the station sometime last year. Another is that we pay annually for First Class and, as with other systems, we re-evaluate the need each year, prior to renewing.

What about students?

As with First Class, we will create student accounts based on need, beginning in the fall. We anticipate creating accounts for all students in grades 5-8. Classroom teachers in other grades who want to use Google Apps with their students should work with Court, Julie, Tracy, Tammy, or Jody to work out details.

How will I learn about Google Apps?

By the end of the school year, you should have had the opportunity to attend a number of training sessions. Between now and the start of the 2012-2013 school year, you can sign up for a D102 University (Summer Academy) session in MyLearningPlan. In the fall, we will work with the buildings to provide whatever opportunities are necessary to bring everyone up to speed.

How will I check my email?

The primary way to access email will be via Google’s web interface for Gmail. If you already have a Gmail account, you are familiar with this. In addition, because of Google’s openness, there are numerous other options for connecting, including apps on all major smart phones as well as dedicated mail client software for computers.

Will my email address change?

Absolutely not! The change will be completely invisible to the outside world.

What will happen to all of my saved mail?

The FirstClass server will continue to function for the foreseeable future. You will be able to log in and access your saved mail. However, we strongly encourage you to migrate to Google any mail you want ready access to. Here are instructions for migrating FirstClass mail to Google.

Will Google Apps eliminate the need for Word, Excel, Pages, etc.?

There will continue to be a need for traditional “office” software on computers, because Google’s apps are not as full-featured. However, we anticipate that Google Apps will suffice for the majority of day-to-day uses.

What will happen to conferences from First Class?

Conferences serve a number of purposes in the district, from simple one-to-many communication to many-to-many discussions and document storage. We will look at how each conference is being used and make sure that function is replicated using Google Apps. We anticipate one of several solutions:

For a conference that is primarily a means for communicating among a group of people, we will create email groups. Messages sent to the group will appear in each member’s email Inbox, so there will be no more need to look for a bunch of flagged conferences. In addition, each group will have a web page where all the messages will be kept, so you can view past messages even if you have deleted them from your own email. Finally, as a member of a group, you will be able to choose whether you want to receive each message in your Inbox, so that if you’d rather visit the group’s web page to read messages, you can set that option for each group you belong to.
If a group uses a conference as a place to store documents, we will work with the group’s leaders to determine the best solution, whether that be simply sharing one or more documents via Google Docs or uploading them to a wiki.

What other Google features will be available?

We will be starting with Gmail, Contacts, Groups, Google Docs and Google Calendars, because those features are represent the core features we have been using in First Class. Over time, however, we’ll explore other features that are available as part of our Google Apps domain, including Google Sites and YouTube.

How do I log into the district Google Apps domain?

The most direct way is to go to this address: http://google.com/a/d102.org

Log in using your district username and whatever password you set. (If this is your first time logging in, you'll need to use the temporary password provided by the Tech Dept.)

You can also log in by going to the main Google page (http://google.com). The main difference going this route is that you have to put in your entire email address (include the "@d102.org" part).

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