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Change in Logging into Avila Google Apps

posted Oct 24, 2011, 2:22 PM by Mark Eaton   [ updated Feb 4, 2012, 8:54 AM by Andria Stokes ]
Dear faculty,

This announcement is to update you on a proposed change to how you currently access documents and sites within Avila Google Apps for Education.

Frequently Asked Questions

Below are frequently asked questions (FAQ) that will address most of your questions. I will be available at the October 21 Faculty Assembly meeting to address concerns or answer any additional questions you may have before we make the change.


What is Google Apps for Education?

Google Apps for Education is a suite of applications you may use for educational and administrative purposes. The applications are hosted in the “cloud” outside of Avila. Many faculty and students already use these applications so having an account in Google allows you to share documents and collaborate with a community of other users. The applications include text documents, spreadsheets, presentations, and survey forms as well as Scholar, Labs, Reader, YouTube and Blogger. These applications are free and help extend collaboration within classrooms and online courses. Call Mark Eaton at x3745 or email Mark.Eaton@avila.edu for a personal tour of these applications and training on how to use them in your class.

How do I know if I will be affected by this change?

You will notice the change if you regularly log into a task force document or task force team site hosted in Google. If you have not accessed any task force documents through Google and do not currently use Google Apps for Education then you will not notice the change. Everyone, however, will receive notification of the change and a new password. We will provide a training class or one-on-one coaching if you would like to learn about the educational capabilities in Google Apps after you initiate your updated account.

Why make the change?

Currently you open a Google document in the Avila domain by entering your Avila email user name and skipping the password field. Then you logon on again when the JICS page is displayed. There are a number of challenges with continuing this logon process:

·         The JICS authentication process does not work across all Google Apps. So for example professors are unable to create YouTube channels within the Avila domain. This limits the use of faculty created video lectures in the classroom and in online courses.

·         Many on faculty are using personal accounts outside of the Avila domain for educational support. We have received requests to extend the use of Google Apps into the classroom, capstones/labs, and online courses within the Avila domain instead of consuming storage space in personal accounts.

·         During any scheduled or unscheduled downtime with MyAU, Google documents are not accessible using JICS.

We need to also scale the administrative demands of additional users on Google Apps. This change includes extending administrative management to Instructional Technology similar to how we manage ANGEL today.

What does this do to the end-user experience with Google Apps?

We believe the change will facilitate your access to Google Apps as well as give you additional options and opportunities to use other Google applications for projects, collaboration, and other learning activities. It eliminates the extra step in the logon process so that you can enter Google Apps directly. You will be asked to create your own personal password and asked not to use your Avila password so essentially we are only removing the single sign-on feature of the authentication process. End-user experience with the various applications will not change.

How will this change be implemented?

The current plan is to implement the change at 7:00am on October 25th. IT will remove the setting that redirects you to the JICS logon page. We will then do a batch update of all the accounts in the Avila Domain to set temporary passwords for each faculty member. The temporary password will be sent to you by email on the morning of the 25th.  You will be asked to change the password the first time you logon after we implement the change.

The actual transition will last less than an hour and you may experience downtime if you try to access Google during this period.  You will regain access once you establish a new password. Going forward you will use the Avila email account name, as before, and the new password on the initial logon screen. This change will not affect any content currently in your accounts or shared from other accounts.

Regards,

Mark

Mark Eaton, Ph.D.
Associate Vice President for Instructional Technology
t: 816.501.3745 (Direct)


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