Embedded Files
This training reminds all CHCCS Employees of the importance of securing Google Apps documents, sites, and calendars to ensure the privacy of sensitive staff and student information as per FERPA and HIPPA laws and regulations.
Please review the expectations and procedures outlined on this webpage.
Use of the All CHCCS Employees Google Group
Use of the All CHCCS Employees Google Group
The All CHCCS Employees Google Group allows you to limit the visibility of Google documents, sites, and calendars to CHCCS employees only. Any employee in the district will be able to see content shared to this group, but students will not have access. Other global Google visibility settings will leave your content open to potential student view.
The email address for this group is:
employees@chccs.k12.nc.us
To use this group, simply enter the email address above into the sharing screen for any Google document, calendar or site and click "Send" as pictured to the right:
Note: Sharing notification emails will not be sent to all employees, even if "Notify people via email" is checked (see image to the right for details).
When using employees@chccs.k12.nc.us, please keep the following in mind:
Sharing notification emails will not be sent when using this group. This measure is in place to prevent excessive emails to all employees.
It is best to share sites and documents to all employees with "Can view" access. View access will prevent accidental removal, modification and sharing of of your content.
Documents shared with this group will appear in the "Shared with me" section of each employee's Drive.
Sites will not appear in individual employees Sites list nor will documents automatically appear in My Drive. It is best to manually provide a link to your site or document for all employee access.
Sharing Settings Open to Student View
Sharing Settings Open to Student View
If you are creating content with confidential student/employee information, the settings in the red box should not be used. The best practice for Google docs, sites and calendars containing sensitive information is to set sharing to "Private/Specific People" and add only those users/groups who need to have access for educational purposes. If general employee access is needed, please follow the instructions for using the All Employee group above.
Questions?
Questions?
If you have any questions about sharing in Google Apps, please contact your School Instructional Technology Facilitator.
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