Google Apps Education Edition

University Deployment Pack

Google Apps Education Edition University Deployment Pack Welcome letter p3 Part I: Integration p4 6 week timeline Step 1 (6 weeks to go): Building a plan and setting goals p4 Sign up for account Develop scheme and dates for technical requirements Step 2 (4-5 weeks to go): Testing the product p4 Test email migration, provisioning, single sign-on Test mail delivery setup Step 3 (3 weeks to go): Customizing and modifying p5 Add school specific branding to services Customize technical requirements Step 4 (2 weeks to go): Implementing the plan p5 Turn on migration and single sign-on Step 5 (1 week to go): Ignite p5 Provision accounts Go live Part II: Awareness p6 6 week timeline Step 1 (6 weeks to go): Branding brainstorm p6 Choose a name for your email service and collaboration suite Step 2 (5 weeks to go): Creative design p6-18 Create your own logo Talking about Google Apps Building a website Tip cards Flyers Banners Bookmarks Newspaper Ads Desktop backgrounds and plasma screens T-shirts for tech staff or early adopters Step 3 (4 weeks to go): Public announcement p19-20 Press release Student newspaper Alumni publications Step 4 (3 weeks to go): Campus blast p21 Campus-wide notifications Step 5 (2 weeks to go): Evangelist outreach p22 Build excitement through trusted students and staff Step 6 (1 week to go): Heavy promotion p22 Continue to publicize Go Live and ongoing promotion Checklist p23

WeLCome LeTTer
Dear Google Apps Administrator, So youve decided to go with Google Apps for your school, and now youre ready to spread the word to your community. This kit contains tools and guidelines to help you get your students, faculty, and alumni ready and excited about whats coming. It includes things like guidelines for co-branded materials, sample email notifications, web templates, hi-resolution icons, and ideas for student outreach campaigns. Please feel free to share these materials with everyone who will be involved in your Google Apps deployment, from department webmasters and computer lab assistants to the student government and your schools communications team. We developed these materials in conjunction with administrators at schools that have already successfully deployed Google Apps, and we hope you find them helpful. If you read this guide and have additional questions, concerns or feedback, please do not hesitate to contact us at [email protected] or via your dedicated Google Apps sales representative. Were very excited that your school has chosen to use Google Apps, and we look forward to hearing about your successful deployment! Sincerely, The Google Apps education Team

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The following is a suggested 6 week technical timeline that should help make the transition easy and enable your users to get the most out of the applications. To make sure were all speaking the same language: go live = the date that your users can start using Google Apps Step 1 (6 weeks to deployment): Building a plan & setting goals Participate in a kick-off meeting with your Project Team (manager, technical, marketing, etc) Notify your Project Team of your proposed Go Live date and marketing plan obtain green light approval from your legal rep to deploy Google Apps See what other schools have done by browsing customer testimonials Sign up for Google Apps account at http://www.google.com/a/cpanel/education/new Create account for test domain (i.e. pilot.school.edu). This is optional but highly recommended. Create account for live domain (Here are some types of domain names that are popular with Google Apps: @ school.edu, @student.school.edu, @mascot.school.edu, @school.k12.st.us). Activate account by Verifying Domain ownership. The instructions are located in the admin control panel. Develop scheme and dates for technical requirements Creating User Accounts (Provisioning API) Accessing User Accounts (Single Sign on Implementation) migrating Data (email migration) Delivering mail (dual delivery, routing, mX records, gateway) marketing (getting the word out!) Sign up with partners to assist with technical requirements. This is optional. Step 2 (5 weeks to deployment): Testing the product Get acquainted with services (calendar, docs, sites, start page, email) on test domain, create pilot group of user accounts to test services Notify staff of timeline for user-facing changes Schedule training session for help desk employees Test email migration (If applicable) Test single sign on implementation (If applicable) Test provisioning API (If applicable) (4 weeks to deployment): Continue testing the product Test mail delivery setup (recommended on the test domain) For dual delivery, ensure that youre able to receive mail at both locations For routing, ensure that mail for specific email addresses is delivered to correct location For gateway, ensure that mail is passed through your server and still reaches Google Apps Check in with your Project Team Update with questions/concerns/changes

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Step 3 (3 weeks to deployment): Customizing and modifying Customize account with information unique to your school Upload a logo that your users will see when theyre using your services Customize the login page for users (If youre not using SSo, you can modify the school title, box color, and logo) Provide your schools help desk contact information for User Support Turn on Contact Sharing so that users can find email address of other users at your school make modifications on technical requirements Single sign-on implementation Provisioning API Data migration mail delivery Step 4 (2 weeks to deployment): Implementing the plan Implement single sign-on Implement email migration Implement marketing plan Notify your students Print marketing collateral Host info session/demo session (i.e. consider a table in your schools quad) Post an online internal FAQ about the switch Check in with project team Update with questions/concerns/changes Step 5 (1 week to deployment): Ignite Complete marketing plan (see Part II: Awareness steps) Use marketing collateral on campus Complete provisioning Create accounts Create email lists Choose date/time of day to change live domains mX records (mail delivery) to Google Go live with Google Apps at your school!

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The following is a 6-week guide to help you get the word out on your campus about your Google Apps transition. Included for your inspiration are creative templates and school examples. Step 1 (6 weeks to go): Branding brainstorm Choose a name for your email service and collaboration suite Giving your new email and collaboration tools a unique name is an easy way to help people in your community to identify with the new system. It also helps you build your school brand. In choosing a name your new system, here are some things you may want to consider: Will you keep the name of your current mail system, or choose something new? If youre not happy with the way your current email solution is perceived, choosing a new name can help you reinforce the change. Who will be using the services? (Students, faculty, staff, alumni?) Will your name appeal to your users? Are there any motifs, mascots or acronyms you can use to incorporate your schools identity? remember, abbreviation and alliteration never hurt if you want a catchy name! Here are some names other schools have chosen Utah State University: aggiemail Hebrew University, Israel: hujimail University of Texas, San Antonio: myUTSAmail Tip: once you choose your name, you can build awareness in your community by using it consistently in your online resources, marketing materials, and press releases. Step 2 (5 weeks to go): Creative design Create your own logo A logo is another good way to forge a unique identity for your new system. School examples:

powered by

TM

Boise State University

Utah State University

University of Texas at San Antonio

California State University, Chico

You can put your logo on your landing pages, and in the Gmail user interface.

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Create awareness about your new Apps package Choosing the right words to describe a new partnership can be tricky. Here are some phrases you can use to introduce your new email system and collaboration tools when you create web pages, press releases, and other communications materials: Gmail at [university name] Google Apps at [university name] [Universitymail], powered by Google [University name], in partnership with Google

How to talk about Google Apps Sometimes people want a little more detail about how Google Apps can help them communicate and collaborate. Here are a few short descriptions of the Google Apps package and the individual products it includes. Feel free to use these descriptions when you create web or print content, or when youre talking about Google Apps at meetings, interviews, or events. Google Apps is a package of online applications that makes communicating and collaborating at school easier and more efficient. The cornerstone of Google Apps is Gmail, Googles web-based email program, which integrates with Google Docs, for creating and sharing documents, and Google Calendar, for coordinating schedules. All of these services are hosted online, so email, documents, and calendars are always accessible from any computer. Gmail is Googles web-based email program, which provides users with over 6 gigabytes of storage, fast Google search, and powerful spam protection. As part of Google Apps for education, email addresses can be @yourschool.edu rather than @gmail.com. Google Docs is an online application that lets you create and share documents, spreadsheets, and presentations. Documents are automatically saved and stored online, so you never have to worry about losing an important document. Sharing a document is as easy as sending a link no more keeping track of multiple email attachments! Google Calendar is a fast and simple online calendar application. It lets you see your whole schedule in context you can easily share and connect your calendar with those of your friends, classmates, and anyone else in your school community. Google Talk is a clean, easy-to-use application for instant messaging and voice calls using computers. Google Talk is integrated in the Gmail interface, so you can easily switch between chatting and emailing. Google Sites is an online application that makes creating a team website as easy as editing a document. With Google Sites, people can quickly gather a variety of information in one placeincluding videos, calendars, presentations, attachments, and textand easily share it for viewing or editing with a small group, their entire organization, or the world.

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Top 10 reasons for using Apps one of the most important elements of a successful Google Apps deployment is encouraging your users to sign up, log in to their accounts, and give it a whirl. The more that people in your community use Google Apps to communicate and collaborate with one another, the more value it will bring them. Heres a list of 10 reasons why students might want to give Google Apps a try. Feel free to use them as the basis for campus awareness campaigns:
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Use your computer to call mom and Dad for free Google Talk lets you talk free to anyone whos online and has the Google Talk client. Collaborate on group projects painlessly no need to cross campus at night to work on a group presentation when you can share and finish it online instead. Take your club to the next level create a public calendar of events that anyone at school can see on their own calendars. Beat the freshman 15 together schedule a workout on your calendar and your friends. Work from any computer with Google Docs, your papers are automatically saved and stored online, so you can access them anywhere you have an Internet connection. Get organized - your calendar can send you automatic reminders for whatever it is you need to do. Chat inside your email with Google Talk in your Gmail, you dont need to open (yet) another application. Get email from your other accounts Gmail lets you check your email regardless of where its delivered. Dig out from under the spam you have enough to do without having to pick through your inbox to find your real email. Find important email messages quickly and easily with Gmail, you only have to know what youre looking for, not who sent an email or when.

School examples of top 10s Northwestern University: Top Ten Things to do with @u. In the spirit of late-night TV, NUIT is providing you with a top ten list of @u.northwestern.edu tips that will help ease your fall load:
10. Go mobile! Stay connected to your @u.northwestern.edu e-mail, calendar, chat, and docs with your iPhone, iPod Touch, or BlackBerry. Download a simple application and begin the process. remember to include @u.northwestern.eduno nicknames allowed! 9. Share your docs. Did you know you can work on group papers and projects without leaving your place? Share your docs and collaborate with your work group in a real-time environment. 8. Go-go gadget. Spreadsheet gadgets perk up any report with animated charts and quirky organizational tools. everyone will think you took hours creating your masterpiecewe wont tell. 7. Create a website. Show off all of the work youve been doing, and make a website. Sites allow you to create web pages to share with @u.northwestern.edu users with just a few clicks. remember to select the category youd like your site to be linked with. 6. Sync your calendar. Never miss a party, class, or big game againpopulate your personal calendar and then sync it with other @u.northwestern.edu calendars, including the NU academic calendar. 5. PDFs made easy. Did you know you can now upload and share PDFs to your documents? You can also save docs, spreadsheets, and presentations as PDFs in the more actions menu. No need to purchase pricey Adobe editor software. 4. Chatty Wildcat. You can now get your @u chat on within your account using Firefox, Safari, and Google Chrome browsers. 3. Got a blog? Chat with readers of your blog or website with Talk Chatback. Chatback lets [email protected] or notinstantly respond to your latest entry. 2. Paint the town red. If youre the type who arranges your closet by color, try organizing your labels the same way. Colorcoded labels are easy to implement; just click the triangle to the right of your label name and select a color for your label. Your organizational points just skyrocketed.

And the number one thing to do with your @u account

1. Use it! Forward your Gmail (or other outside service) account to @u.northwestern.edu. If youre forwarding your @u.northwestern.edu mail to an outside account, youre not gaining full access to many of the @u.northwestern.edu benefits listed above.

workmark.

PArT II: AWAreNeSS

Google logos and icons around the logo should always bebe equal to or greater than the x-height of the Google the mark. The clear space the mark. The clear space around the logo should always equal to or greater than the x-height of the Google The flat (vector) version along with workmark. workmark. Want to use Google logos and icons for your Google Apps deployment? Here are a few different versions,of the logo is used for print on a white background. guidelines for using them on the Web and in print. You can download high-resolution versions online at www.google. com/apps/universitydeployment.
In In order for the logo to stand out from the crowd and be presented as intended, adequate space should be given around order for the logo to stand out from the crowd and be presented as intended, adequate space should be given around

The flat (vecto used for print

The flat (vector) version the logo is The flat (vector) version the logo is The flat (vector) version of of the logo is The flat (vector) version of of the logo is used print on a a white background. used print on a a black background. used forfor print on white background. used forfor print on black background.

Google Print Logo

Google Print Logo

The shaded (raster) version of the logo is used for online use on a white background.

Google Web Logo

Gmail

Google Calendar

Google Docs

Google Sites

Google Talk

Google Apps ring

Guidelines online use ononwhite is used is used forfor online use a a white The flat (vector) white version of the We recommend that when you use the Google logo, you make sure your logo is logo is used for printlarger (afteruse in at least as large or and online all, background. background. youre doing the work to administer the service, you should get the glory). the special circumstances when the design calls for a a solid If you want to make sure that none of the letters in the four-color Google logo gets lost, try usingsolid color background. background in white or a muted color. We request that you dont modify the Google logo itself for collateral unless we give specific permission to do so (for example, by replacing letters in the Google logo with your schools mascot). We request that you make your logo distinct from the Google or Gmail logos. This helps to ensure that people dont get confused. We discourage people from using the Google logo in a sentence. For example: State University is partnering with to deliver email.

The shaded (raster) version the logo The shaded (raster) version of of the logo

The flat (vecto logo is only us grayscale prin This should on unique cases.

The flat (vector) white version the The flat (vector) black version the The flat (vector) white version the The flat (vector) white version of of the The flat (vector) black version of of the The flat (vector) white version of of the logo should used if if the design calls logo is used print and online use in logo is is only used in print when logo should bebe usedthe design calls logo is used forfor print and online use in logo only used in print when grayscale printing is the ONLY option. a a logo top of a a photograph. The the special circumstances when the grayscale printing is the ONLY option. forfor logo onon top of photograph. The the special circumstances when the This should only used in in extremely area in which the logo lies must on a design calls a a solid color This should only bebe used extremely area in which the logo lies must bebe on a design calls forfor solid color The four color logo (flat so the logo somewhat solid background so the unique cases. background. somewhat solid background or raster) logo The logo is ne unique cases. background. should never be can seen clearly. on can bebe seen clearly. a color background modified unles as one of the letters will most always permission to disappear against a similar color.

1 of 1

The logo is never be manipulated or The logo (color or white) should never The four color logo (flat raster) The logo is never to to be manipulated or The logo (color or white) should never The four color logo (flat or or raster) 9 should never on a a color background modified unless give specific bebe placed on top of busy photograph placed on top of a a busy photograph should never bebe on color background modified unless wewe give specific permission do so. asascauses the logo to to blend with it it causes the logo blend in in with asas one of the letters will most always permission to to do so. one of the letters will most always

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Promotional materials You can take your outreach to the next level by creating and distributing print materials at popular gathering places on campus. Here are some customizable templates you can use for these materials. Note: To make it easy for you to create your own versions of these materials, weve made these templates available for downloading at www.google.com/apps/universitydeployment.

Online outreach Build a website one of the best strategies for encouraging members of your community to sign up and log in to their Google Apps accounts is by leveraging your school website. Here are a few good ways to do that. First, create a landing page that outlines the features and benefits of Google Apps at your school. Tips: Use concise, step-by-step instructions to guide students and staff in signing up for the new services. To make it easier for people to sign up, try to keep the number of sign-up steps under five. Second, link to the splash page from the popular, high-traffic pages of your schools website. According to the administrators weve talked to, the most effective places to link from are often: Your schools homepage (especially during initial rollout) Your IT department homepage Your old email systems login page Third, create a Frequently Asked Questions page. An FAQ will not only help people when they have problems, its an easy way for your users to get to know Google Apps on their own, right from the beginning. Tip: make sure you have a prominent link to your FAQ from your splash page. Here are some common questions you might want to put on your FAQ page. of course, youll need to customize the questions to fit your specific implementation, but these should give you a good start. How do I create my [system name] account? How do I log in to my [system name] account? What services are included with my [university]mail account? Can I log on to other Google-sponsored services with my [university]mail username and password (i.e., blogger.com)? Who is eligible to participate in the [university]mail service? Why are we using Google-powered services? How do I change my [university]mail password? 10

PArT II: AWAreNeSS

School online examples:

Arizona State University

Notre Dame University

Wesleyan University

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Tip cards You can use the content of the Google Apps tips and tricks printed below in a variety of ways. You can place them in any of your outbound communications, include them on your website, add them to the signature of emails or brochures, or perhaps create and distribute limited edition bookmarks. Gmail Get organized. Use labels and filters to help you organize your email and manage the flow of incoming messages. You can automatically label, archive, delete, star, or forward your mailall based on a combination of keywords, sender, recipients, and more. Get mail from other email accounts in your Gmail inbox and send messages from different addresses. By adjusting your Settings, you can either forward mail from other accounts, or set up Gmail to fetch your mail. Avoid unwanted chats by setting your status to Invisible so you appear offline, but can still send and receive messages. Instead of emailing back and forth, try replying by chat. Gmail automatically saves your conversations, so you can always revisit them just like email messages. Set up reminders for your due dates, meetings, and other important events. You can have notifications pop up in your calendar or sent to you as emails or text messages. Keep up with your favorite sports teams or TV shows by adding their schedules to your calendar. View multiple calendars at the same time in different customizable colors to quickly see when everyones available. View Google Calendar on your mobile phone wherever you are, and set up text message event reminders so you always know where to be. Create a free online survey in minutes. Write down your questions, create a form, and email it to your friends. See their responses in your very own online spreadsheet. Adjusting to dorm or apartment life with a new roommate? Create a spreadsheet in Google Docs to keep track of shared expenses or trash duties. Create a presentation and add collaborators who can edit the same document. You can always go back to a previous version, and coordinating work is easy since you can see exactly whos adding what, right as they work. Dont worry about missing a lecture. Create a Google Doc for your class notes and collaborate with your classmates.

Consolidate your email.

Go invisible. reply by chat.

Calendar

Stay on schedule.

Dont miss a game (or your favorite show). Find out if your friends are free. Get your calendar on the go. Docs Find out what your friends are thinking. Get along with your new roomie. Work in groups (without meeting in person). Get class notes from a friend.

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Sites Ace your team project. Lead a cause. Create a site to work together on a class project. Keep all your files and research in one place, edit shared documents, and track progress. From helping out in the community to playing a role in world peace, youll want to have a site to communicate your mission, organize activities, and bring together others who share your vision. Let all the members of your team or group easily share stories, pictures, and videos in a secure place online. You decide whether you keep your site private within your group or allow others to view it. make staying up to date on social events easy for everyone (everyone you want to know, that is). Post dates, times, and details that only your group can see. Invite multiple friends to a single chat by clicking options in the chat window and then Group chat. Send any size file directly to a friend while chatting. Great for sharing videos or presentations that might be too large to send via email. make free voice calls over the Internet from your computer to a friends, and even leave a voicemail that will go directly to their Gmail inbox if they arent available. See when your friends are online and send instant messages from anywhere by visiting www.google.com/talk from a web enabled cell phone.

Share the memories.

make it easier to get together. Talk Chat together. Share files instantly. Call friends for free.

Chat on the go.

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Flyers and brochures Posting flyers in strategic places around campus is an especially effective way to raise awareness. Feel free to download and customize this template for an 8.5 x 11 flyer. You can customize the logos and colors to fit your schools identity and brand.

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School flyer and brochure examples:
CENTRAL PIEDMONT COMMUNITY COLLEGE

Questions?
To learn more about Gmail, please visit www.cpcc.edu/email. For more information on this or any other college technology service, please contact our ITS Help Desk at 704.330.5000 or [email protected].

Central Piedmont Community College is an equal opportunity/affirmative action institution. Reasonable accommodations will be provided for individuals with disabilities upon request 10 working days in advance of the event. Call 704.330.6424. CPCC is accredited by the Commission on Colleges of the Southern Association of Colleges and Schools (1866 Southern Lane, Decatur, Georgia 300334097: Telephone number 404-679-4501) to award associate degrees, diplomas, and certificates. 5,000 copies of this document were produced at a cost of $926.90 or $.18 per piece. CPCC 3536. Vision: Central Piedmont Community College intends to become the national leader in workforce development.

The migration will occur on May 15, between the spring and summer terms. Students will immediately have access to new messages; however, messages stored in the current email system will not be fully migrated until May 22.

Non-Profit U.S. Postage PAID Charlotte, NC Permit No. 1177

Docs In A Row?

Google Docs & Spreadsheets for ASU makes creating and sharing documents easy for ASU students with Gmail for ASU.

P.O. Box 35009 Charlotte, North Carolina 28235-5009

Find out more today www.cpcc.edu/email

CPCC Partners with

www.cpcc.edu/email

All on-line: create, edit and collaborate with anyone you invite Publish to the world or your chosen group of editors Formatting, spell check, formulas Revision history
Dont let your Docs get out of line. Begin using them by going to:

my.asu.edu/docs
Powered by

3536-GmailBrochure 1

Central Piedmont Community College

4/25/07 8:52:32 AM

Arizona State University

Gee, mail!
Your ASU Mailbox is all grown up.

San Jac student e-mail got an upgrade!

Its bigger, better and its powered by Google!

Gmail fo

E-mail forwarding Your San Jac e-mail can be forwarded to any other e-mail address.

r ASU

Google Talk/Chat Chat with friends or your instructor. Google Docs You can create/use documents, spreadsheets and presentations. Save documents and access from any computer with Internet access, on or off campus! Share your documents and collaborate on projects. Google Calendar Keep your life on schedule and share your calendar with friends.

Arizona State University, in partnership with Google, is excited to announce a new, improved student email system with email, calendaring and IM built on Gmail and Google's other collaboration tools. The bene ts to you include:

A massively increased storage quota 2 Gigs Shared calendaring to coordinate schedules with classmates Instant messaging capability right from your inbox A search mechanism to mine your emails Improved spam and virus filtering
Best of all, you will keep your current asu.edu address, keeping you connected with the ASU community and ensuring seamless email delivery. For more details and to make the switch today visit

INCLUDES 6 GB SPACE!
To access your San Jac e-mail go to:
start.student.sanjac.edu

Your San Jac e-mail address will remain the same.

The first 10 characters of your last name dot, your first initial followed immediately by the last four digits of your G# @ student.sanjac.edu. Example: Doe.J1234 Your password is your date of birth - MMDDYYYY. Example: If your birthday is January 30, 1985, your password will be 01301985

http://www.asu.edu/emailsignup
Powered by

Got questions about San Jac student e-mail? Call Tech Support at 281.998.6137, or ask for help at any of the Open Labs.
EOI

Universidad Csar Vallejo

Arizona State University

San Jacinto College

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Banners Another good way to reach people in your community is by hanging a large banner in a gathering place like your student center, library, or computer lab. Heres a customizable [dimensions] banner template for download:

Bookmarks You can also use bookmarks to get students excited about using their new Google Apps services. They can be distributed in all kinds of different ways; you could include them in student orientation packets, for instance, or place them on library check-out and computer lab help desks.
Spilled coffee on your laptop? Spilled coffee on your laptop?

Good thing your papers are safe online. Good thing your papers are safe online.
Access your documents from any computer at stateuniversity.edu/apps Access your documents from any computer at stateuniversity.edu/apps

Desktop backgrounds and plasma screens Want to try a greener approach? Consider deploying a custom desktop background to computers in clusters and libraries around campus, or take out a large ad on your schools plasma screen system.

Your deadline is near. Your classmate is far. Your deadline is near. Your classmate is far.

Luckily, you dont have to get together to work together. Luckily, you dont have to get together to work together.
Collaborate on group projects online at stateuniversity.edu/apps Collaborate on group projects online at stateuniversity.edu/apps

Collaborate on group projects online at StateUniversity.

STATEUNIVERSITY

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T-shirts for tech-staff or early adopters Consider creating a few co-branded T-shirts for IT staff, students who participated in the pilot, or early adopters. School example:

Universidad Csar Vallejo

Newspaper or course catalog ads Consider placing an ad in your student newspaper the week of the launch. This makes a great complement to an article in the student newspaper, or a good stand-alone way to reach students.

Beat the freshman 15 together.

Schedule workouts on your calendar and your buddys. Get shared calendars and more at stateuniversity.edu/apps. Now you can have Google-powered email, calendars, document sharing, and IM, all from your @stateuniversity.edu account. StateUniversity and Google are teaming up to give @stateuniversity.edu account holders innovative, reliable email, plus other products (like Google Talk and Google Calendar) to help you communicate and collaborate.

Google Apps powered by

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PArT II: AWAreNeSS

School newspaper and course catalog ad examples:

Academic Calendar Spring 2009

For more information, see the complete academic calendar on the Web at www.sanjac.edu.

(Summer Mini Term 200830)

Classes that Begin in January 2009

Please see class schedule on page 6 for exact dates and times for registration, class changes and payment.

May 19, 2008 May 23, 2008 May 26, 2008 May 27, 2008 July 25, 2008

3-Week (3), 8-Week (8), and 13-Week (13) classes begin 11-Week (1W) weekend classes begin Memorial Day holiday 12-Week (12) classes begin Last day to apply for August graduation

Invent Yourself This Spring!

The San Jacinto College Spring 2009 Class Schedule is now available. Pick up a class schedule at the Central, North or South campus and register today! Classes start January 12, 2009.
Choose from classes on three campuses North, South and Central Take classes from home Distance learning Balance your life Weekend classes Classes offered at convenient locations Extension centers Develop team building and communication Learning Communities Special opportunities: Honors program Fast track to college Clear Horizons Early College High School Jump-start your education Dual credit classes

Northwestern is!

SJC Alert Me is here!

WHO: YOU! All San Jacinto College students, faculty and staff. SJC Alert Me, a communication tool to keep students, faculty and staff informed during threatening situations and weather-related closings. Sign up NOW! Through your SOS account. Log in using your G number and password. Click on the SJC ALERT ME tab. Enter your phone number and select a wireless provider to receive text message alerts. To stay informed during emergency situations on campus. SJC ALERT ME will be activated when the College determines a serious threat exists and the College community must take immediate action to remain safe and secure. In the event of weather-related closings, SJC Alert Me will be activated in addition to our current communication tools. WHAT:

San Jac student e-mail got an upgrade!

Its bigger, better and its powered by Google! E-mail forwarding Your San Jac e-mail can be forwarded to any other e-mail address. Google Talk/Chat Chat with friends or your instructor. Google Docs You can create/use documents, spreadsheets and presentations. Save documents and access from any computer with Internet access, on or off campus! Share your documents and collaborate on projects. Google Calendar Keep your life on schedule and share your calendar with friends. Please consult the Spring 2009 Schedule of Classes for refund schedule dates and drop deadlines.

WHEN: WHERE:

Join over 4,000 students whove already activated a Google-powered @u.northwestern.edu account. With advanced services including e-mail, IM, calendar, and documents and spreadsheets, activating an @u.northwestern.edu account is a must for ultimate NU collaboration.

WHY:

Activate Now: www.it.northwestern.edu/activate/

*Graduate student access coming soon!

281.998.6150
an equal opportunity institution An equal opportunity institution

www.sanjac.edu

NORTHWESTERN UNIVERSITY INFORMATION TECHNOLOGY | www.it.northwestern.edu

San Jacinto College

Northwestern University

Arizona State University

Arizona State University

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Step 3 (4 weeks to go): Public announcement You might consider posting flyers in high traffic areas on campus, setting up a website dedicated to talking about the launch, and put up an announcement in the local student paper. Alumni publications even if you are not rolling out Google Apps services to your alumni, you can consider adding a note in your alumni publications announcing the partnership with Google. Press release Consider a press release to announce your new email services via your campus news service. Weve provided a supersimple sample here, but you should feel free to add in specifics about your school, including who will be eligible for the new service, what the cost and resource savings mean for the university community, and details about the deployment. Sample press release (also available at www.google.com/apps/universitydeployment): University of XX offers Students Google email and Collaboration Solutions CITY, STATe., mmmm DD, YYYY - University of XX announced today plans to deploy Google Apps education edition Googles set of hosted and customizable communications solutions as part of the universitys core IT service offerings. As a result students will have access to tools including email, shared calendars, instant messaging and word processing all at their @[universitydomain].edu address. [Sample Quote: University Spokesperson] Google Apps will help us communicate with our students, faculty and administration more easily and efficiently than ever before, while relieving our IT department of the traditional costs associated with email and collaboration solutions said [ University Spokesperson]. Were glad to let Google do what it does bestprovide us with great technology, so we can do what we do bestserve our students. [Insert specifics about the deployment, timeline, reach, etc. here] [optional Product Description - can replace with eDU specific information] Google Apps education edition allows schools and universities to give Googles communication and collaboration applications to their entire campus community for free. All services are hosted by Google and are available to users via any internet-connected computer and many mobile devices. Google Apps includes the following services: Gmail - provides gigabytes of email storage, highly effective spam filtering and powerful search; Google Calendar - allows easy coordination of work or class schedules, meetings and events online; Google Talk - supports free PC-to-PC voice calls and instant messaging; Google Docs - allows users to create and collaborate on documents and spreadsheets in real-time; For more Information: University Contact Name University Contact email University Contact Number

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Press release school example: ASU, Google offer Google Apps for Education Students to use Google applications for e-mail, calendar and instant messaging ASU is partnering with Google to allow the universitys 65,000 students to use Google Apps for education, which includes Gmail to manage ASU student email accounts, as well as Google Calendar and Google Talk. The new system brings many benefits to ASU students, including indexed email search, enhanced spam filtering, calendaring, tagging capabilities for tracking emails, and an extraordinary two-gigabyte quota per student for storage. ASU is one of the first large universities in the country to implement Google Apps for education. The new relationship reflects a deepening of the ties between ASU and Google, which opened an office on ASUs Tempe campus last march. We are excited to be working with Google to bring their unique brand of communication and collaboration tools to the ASU community, says Adrian Sannier, ASU vice president and university technology officer. We believe that strategic alliances with technology leaders like Google are key to accelerating the contribution that technology can make to ASUs academic enterprise. ASU is at the forefront of smart use of technology for education, says Dave Girouard, vice president and general manager for Google enterprise. By using Google Apps for education, they are able to free up internal resources for more pressing technology projects that benefit the school and students. The conversion from emmA, ASUs homegrown email client, will occur over the next three months, without any interruption to students existing asu.edu email addresses. Student addresses will transfer to Googles system, ensuring uninterrupted email delivery and retention of current asu.edu email addresses. I enjoy using Gmail because it lets me keep a lot of my emails, especially those with attachments, without going over my quota, says ASU student David Aniuk. I really like the layout too; its not overwhelming to look at so it doesnt strain my eyes. And I have not received a single spam email in my Gmail account. ASU students will use their existing usernames called ASUrITe User IDs to sign onto the new services and students emmA archives will be available after the service transition. ASU students are not the only beneficiaries of the partnership. Under the terms of the agreement, Google will provide e-mail, calendar and instant messaging services free of charge to the university, allowing ASU to refocus resources to accelerate the research and learning enterprise. The complete transition to Gmail and decommissioning of emmA services will occur in January 2007, but students wont have to wait that long to enjoy the benefits. Beginning oct. 10, students logging into the current student email system will be presented with the option to begin using the new services from Google immediately. James Vito Palazzolo, [email protected] (480) 276-3274

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Step 4 (3 weeks to go): Campus blast Campus wide notifications Preparing users for change is key to a successful launch. After setting up your campus website with migration details, you can send out an email to students and faculty addressing the change and directing them to the site. This is also a good time to start training your IT staff about the features of Google Apps. Check out the Google Apps YouTube channel, which has dozens of helpful how-to videos and features. Google Apps is coming Subject: Transitioning email service to [new school email name], powered by Google. Hello [name] We wanted to notify you that we are in the process of transitioning your email account on [old email system name] to [new school email name]. This new system, powered by Google, will provide Gmail to our school, as well as a suite of other Google products that will enable our organization to better communicate, share, and collaborate. What do I need to do? Nothing for now. Your old email address wont change, and youll still have all your old messages. once we turn on your new Google-powered account, youll be able to search and access all your mail from any internet-connected computer. You will receive another email in a few weeks with more specific instructions. What will I get? Gigabytes of email storage. No more worries about having to delete mail. Instant messaging from right within your mailbox & free PC-to-PC voice calls. Google Calendar to schedule meetings, create events, and share calendars with others. Google Docs to create and share documents, spreadsheets and presentations online. Your own personalized Start Page, where you can access all these services. Access to your information from anywhere with an internet connection. You can also access your email with a mobile device. Where can I go for more info? You can visit our campus IT site for general FAQs [UrL for internal FAQ page]. You can also check out the Google Apps Help Center at http://www.google.com/support/a/users or watch video presentations below. email - http://services.google.com/apps/resources/overviews_breeze/mail/index.html Calendar - http://services.google.com/apps/resources/overviews_breeze/Calendar/index.html Start Page - http://services.google.com/apps/resources/overviews_breeze/StartPage/index.html Docs - http://services.google.com/apps/resources/overviews_breeze/DocsSpreadsheets/index.html

We will be in touch again when we get closer to completing the transition to Google Apps. Sincerely, [TITLe, NAme]

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Step 5 (2 weeks to go): Evangelist outreach Build excitement through trusted students and staff If you used a pilot group of students or faculty to test Google Apps, you can publicize their experiences via quotes or take a survey highlighting the favorite features and post the results on your website. Your schools student newspaper may be interested in writing a story on the partnership between Google and your school. Some general story themes could include: The general trend of Cloud Computing and outsourcing of IT services at schools Feature story on interesting cases of collaboration using online tools IT department cost and resource savings and new projects in the pipeline If you did not use a pilot group, consider letting a few students preview the services at this time, and let them document or blog their experience for the school newspaper. Consider using your IT staff as evangelists, setting up help stations or wearing identifying T-shirts to publicize the transition. School example: Kent State University Article from student newspaper: Kent Gmails first account is created reporter is first to transition from Flashmail to Gmail; student transition begins Nov. 3

Step 6 (1 week to go): Heavy promotion Send another email when youre ready to launch, reminding your campus about the change and the available options. Continue to utilize the marketing collateral and websites that you have produced and promote in high traffic areas: plasma screens, campus libraries, dining halls, and your IT help desk. Go live and ongoing promotion: Continued support and updates New features and updates are continually added to Google Apps. Keep your campus in the loop with a blog or email updates. To stay up to date about the newest Google Apps features, you can subscribe online at www.google.com/a/edu to get an rSS feed or email updates of the latest changes to Apps. As new features become available, you could send out a quarterly Apps highlights newsletter detailing the features and changes.

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CHeCKLIST
Note: To make it easier for you to use, all of the content referenced in this guide, including customizable templates, graphics, and logos, is available online at www.google.com/apps/universitydeployment. Step 1: Branding brainstorm Give Google Apps at your school a unique name that reflects your identity. See examples on page 6. Step 2: Creative design Create your own logo, or use our logo in conjunction with your school name. See examples on pages 6 & 9. review the messaging content you can use for outreach about Google Apps, provided on page 7-8. Start a list of Frequently Asked Questions about Google Apps, and link to it from your email landing page. See sample FAQ on page 10. online Create a landing page that introduces Google Apps at your school and explains clearly how to sign up. See customizable landing page template on page 10. Add prominent links to your Google Apps landing page from popular pages on your school website. See tips for a successful linking strategy on page 10. Consider using a screensaver on your schools computers that invites users to sign in to their Google Apps accounts. See template on page 16. Around campus Use the provided Google Apps tips and tricks on your website, as email signatures, or printed out on tip cards. See product tips on page 12-13. Print and post paper flyers announcing Google Apps at your school. See customizable template on page 14. Consider hanging large banners in prominent community locations, such as a student center, computer lab, or library. See banner template on page 16. To further boost awareness, try distributing other forms of print collateral, such as bookmarks. See examples on page 16. Consider placing an announcement ad in your schools newspapers. See template on page 17. Step 3: Public announcement To further broaden your awareness campaign, try issuing a press release. See template on page 19. Send your announcement email on the date of deployment. Step 4: Campus blast Alert your users by email before deployment. See email templates on page 21. Step 5: evangelist outreach Brief your schools newspaper editors about the deployment. See briefing materials on page 22. educate your IT staff about the deployment and set up question stations in high traffic areas: help desk, library, computer centers. Step 6: Heavy promotion Send another reminder email on the date of deployment. Keep your campus up to date with the latest features by subscribing to the Google Apps update feed online at www.google.com/a/edu.

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 Copyright 2009. Google is a trademark of Google Inc. All other company and product names may be trademarks of the respective companies with which they are associated.

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