Chrome \ Policies


The Policies feature gives administrators the ability to generate alerts when users
browse monitored URLs or log in to devices outside of monitored locations.


Viewing Policies

To view your domain's current policies, first make sure you have Policies selected from the drop down box.


Next, you can choose which type of policy you wish to view:
  • URL based alert: These generate alerts when users browse monitored websites
  • Coordinate base alert: These generate alerts when users log in from monitored locations
To view all policies, leave the drop down box set to the default "Type of alert".

    


The policies will be listed with the following information:
  • Policy Name: The name of the policy
  • URL To Monitor: The website URL or Coordinates being monitored by the policy
  • User to Alert: The user who will be alerted to any violations
  • User to Monitor:  The user whose activity will be monitored (* for all users)
  • Type of Alert: Specifies if it is a URL based or Coordinate based alert

Creating URL Based Policies

There are two types of policy that can be created.  A URL based policy will monitor users' browsing of specific websites.

To create a URL based policy, make sure you have "URL based alert" selected and then click Add Policy.

  


The next sections will go into the different steps involved with creating a policy.


Policy Information

Enter the Policy Name you would like to appear for the policy.

Then, enter in the URL to Monitor for the user(s). You can also enter in wild card URLs.
For example, simply entering "facebook" (without the quotes) will monitor all sites
that include "facebook" in the URL.



User Information

Select the users you would like to monitor, or select Apply this policy to all students to monitor all users.



Additionally, you can specify which users not to monitor. 

   


Time Information

Enter in what days and hours to monitor this user.

From the Days to Monitor list, check the days you wish to monitor the user or
click Select All Days to monitor the user everyday.

Next, select which Hours to monitor by entering the hours you wish to monitor
or check All Day to monitor the user all day long.


Alert Information

Here you can choose what to do when a user's device generates an alert.

Your available actions are:
  • User To Alert: Indicates which user will receive an email alert. 
  • Phone Number: The phone number entered will receive a text.
  • Auto Close Tabs: Check this box to close the tabs of a device.
  • Violation Message: Enter in a message that will pop up on the user's device.

Important! Phone numbers must be entered in the format ###-###-####.
For example, 555-555-5555 would be valid. but (555)555-5555 or 5555555555 would not.


Save the Alert

The last step will be to save the alert by clicking the Save button at the top of the screen.
The alert can now be found in Chrome > Policies module of gScholar.
 

To leave the policy creation screen without saving, click Cancel.


Creating Coordinate Based Policies

Coordinate based policies allow administrators to monitor the physical location of devices that
users are logged into.  Using the Google Maps interface, administrators can define an area where the devices
are allowed.  If a user logs into the device from outside this area, an alert is generated.

To create a Coordinate based policy, make sure you have "Coordinate based alert" selected and then click Create.

  


In the next sections, this guide will cover creating coordinate based policies step by step.


Set the Coordinates

After clicking Create, you will need to use the Google Maps interface to set the boundaries of the area where the devices
will be allowed.  You can find help with using Google Maps here.

The first thing you will need to do is get the map zoomed in and centered on the area you wish to define.  Left-clicking on the
map and quickly releasing will set green coordinate markers on the map. You must set at least three markers to create an 
enclosed area on the map, like the screenshot shown below.


After you have set your coordinates, click Configure Policy (Gear Icon) to continue.
Note: You can reset the map and remove your coordinate markers by clicking Reset.

  



Saving the Policy

Once you have set the coordinates, you will be able to enter in user information, time information, and alert actions
like a URL based policy. However, the URL information field will be already set with your Allowed Location Coordinates.

Once you have finished configuring the policy, click Save.

  



Editing a Policy

To edit an existing policy, first make sure you have Policies selected, click the Three Dots and then click View Details.


Note: To delete a policy permanently, click Delete.

Editing a policy allows you to change the user information, time information, URL information,
and available actions exactly the same as during policy creation.  When you are finished making your changes, click Save.

  



Viewing Violations

To view violations of current policies, make sure you have Violations selected.  Next, enter in a user to search for or
leave it blank to search all users.  Lastly, select a date from the calendar picker and then click Search.


The following information will be displayed for each violation:
  • User: The user who violated the policy
  • URL Viewed: This will list either a monitored URL or the monitored coordinates that triggered the violation
  • Type of Alert: This will list the type of alert, either URL Match or Coordinates 
  • Message Sent: The alert message sent to the user
  • Time: The date and time of the violation
  • User Notified: List the user that was notified of the violation