Google Workspace FAQs for Employees
Why is Lane Community College using Google Workspace?
Lane Community College is providing Lane student, faculty and staff members with a Google Workspace account. Students, will receive a Google Workspace account when they start their first term, with an associated Lane assigned email address. Employees will be using Google Workspace to access their emails starting July 22nd 2019. With Google Workspace, we'll gain the benefits of a robust and innovative collaboration and communication software suite, the ability to access Google services from any Internet-connected computer, much more storage capacity, and a standardized set of tools that will be available to everyone at Lane Community College.
What is Google Workspace and what can I do with it?
Google Workspace is a suite of communication and collaboration tools available to educational institutions. Lane has enabled Google Drive, Google Docs, Google Calendar, and Google Groups. Gmail has been enabled for students and employees starting July 22nd 2019. Google Workspace was formerly named GSuite for Education.
As an employee, do I have to use Google Workspace?
Yes, starting July 22nd 2019, all employees can access their emails through Gmail. To host documents or files, we do recommend using some of the Google Workspace applications.
Will there be advertisements with Google Workspace?
Ads are turned off in Google Workspace and users will not see ads when they use Google Search while signed in to their Google Workspace accounts.
Will Google collect any information for marketing purposes?
Google Workspace services don't collect or use student data for advertising purposes or to create advertising profiles.
Gmail for consumers and Google Workspace users run on the same infrastructure, which helps Google deliver high performance, reliability, and security to all of Google's users. However, Google Workspace is a separate offering that provides additional security, administrative and archiving controls for education customers.
Like many email providers, Google does scanning in Gmail to keep customers secure and to improve product experience. In Gmail for Google Workspace, this includes virus and spam protection, spell check, relevant search results and features like Priority Inbox and auto-detection of calendar events. Scanning to provide product features is done on all incoming emails and is 100% automated. Google does NOT scan Google Workspace emails for advertising purposes.
Additionally, Google does NOT collect or use any information stored in Google Workspace users' Google Drive or Docs (or Sheets, Slides, Drawings, Forms) for any advertising purposes.
Is Google Workspace private and secure?
Privacy is an important consideration when data is hosted by a third party. Google has a published privacy policy. In this policy Google says that it adheres to the US Safe Harbor Privacy Principles of notice, choice, onward transfer, security, data integrity, access, and enforcement. The policy also outlines the particular information that Google collects and how this information is used. In a separate document Google addresses third party use of data.
Your Google Workspace account is managed for you by Lane Community College. Lane’s Google Workspace Administrator will have access to your Google Workspace account information (including your email and other data). The Lane Administrator may be able to:
- view statistics regarding your account, like statistics regarding applications you install
- change your account password
- suspend or terminate your account access
- access or retain information stored as part of your account
- receive your account information in order to satisfy applicable law, regulation, legal process or enforceable governmental request
- restrict your ability to delete or edit information or privacy settings
Is Lane Community College compliant with FERPA and the U.S.-EU Safe Harbor agreement if we use Google Workspace?
Google Workspace complies with Family Educational Rights and Privacy Act (FERPA) and their commitment to do so is included in our agreement.
What happens to my Google Workspace account when I leave Lane Community College?
Your Google Workspace account will be terminated when you leave Lane Community College. If you decide to come back to LCC, you you will be assigned a new Google Workspace account. We will do our best to give you the same email address but do not reserve any email addresses. There is a provision in the Faculty Contract that allows retiring faculty to request continued access to their LCC email account. Please refer to the Faculty Contract for more information about email account retention. Management employees' working agreement provides an option for email as a continued benefit. Please refer to the Management employee' working agreement for more information.
Who do I contact for help with Google Workspace?
Contact the IT helpdesk for assistance with account activation and login. For assistance with use of Google Apps for teaching, please contact the Academic Technology Center.
For further help, click on Live Help, leave a ticket, or contact:
Employee Help Desk
helpdesk@lanecc.edu
(541) 463-4444