Faculty and Staff Updates

June 1, 2012

Last migration successful.

On Friday, June 1st, all remaining accounts were moved. We appreciate all the teams that have played a role in the deployment efforts!

May 31, 2012

Last Group of employees to be migrated Friday, June 1st.

On Wednesday May 30th, we completed our last "opt-in" gmail migration. On Friday, June 1st, all remaining accounts will be moved. We are in the process of crafting reminders to those who are affected. We appreciate all the teams that have played a role in the deployment efforts.

April 11, 2012

MyPCC Email and move to Gmail

For those who only use MyPCC Sun email, we strongly encourage you to switch to PCC Gmail as soon as possible. It is a relatively simple transition and we can provide you much better stability and support. Those who have not yet moved to Gmail will find a Personal Announcement in MyPCC with the title: "MyPCC Email and move to Gmail". In the announcement is a link where you can sign up to have your account switched. For those who may have already done this, or have notified the TSS Computer HelpDesk, we have your names and will be in contact shortly. If you have any questions, don't hesitate to contact the TSS Computer Help Desk at x4400 or email helpdesk@pcc.edu.

April 4, 2012

Direct PCC Gmail login

As of April 2012, you now have an alternate way to get to PCC Gmail besides logging into MyPCC. Log in with your MyPCC username and password at google.pcc.edu. Also, we strongly recommend that you use the Chrome Browser whenever you log into your PCC Gmail and if it isn't currently installed on your computer, you may download it easily - Download Google Chrome. You may also attend one of our Google Overview/Open Lab Sessions for help using your new PCC Gmail and Calendar or visit our PCC Google Community Site in your PCC Google Apps. 

March 9, 2012

Privacy and Security of Google Apps for Education

The new privacy policies that Google has implemented do not affect PCC's use of the Google Apps for Education environment under our domain.  That is governed by a negotiated contract which we signed with Google last spring after the language had been vetted by PCC's legal counsel.

Google has provided assurance that its policies regarding data center access and server access are appropriate and consistent with how PCC controls access to servers and data centers. Just like with PCC's current email environment, PCC TSS will be responsible for account set-up and client support.

Although Google is contractually and legally obligated to protect PCC’s data and to adhere to at least industry standard systems and procedures regarding security and confidentiality, it is possible that Google will store data in server facilities located outside the United States. Any information or data that is subject to United States export control regulations should not be transmitted or stored using Google.

This is a good time to think about your email use. Whenever possible, you should avoid transmitting sensitive data in email. A good rule is “don’t put something in email that you wouldn’t put on a postcard.” Please review the information you have in your current email and, where possible, remove the following:
- FERPA protected information
- For more information see FERPA Facts
- Personal health information (PHI)
- For more information see "What Information is Protected" on this FAQ
- For more information see "What is personal identifying information?" on this FAQ
- Personally identifiable information (PII) which requires protection under the Oregon Identity Theft Protection Act

Google is contractually prohibited from displaying advertisements in the PCC Google Apps for Education environment. Therefore, Google may not scan or mine PCC’s data for advertising or other purposes. The Google Apps for Education service at PCC is not the same as the public Google Apps offering. It is provided under a specific contract with the Oregon University System and managed by PCC TSS. OUS’s agreement with Google limits Google’s use of PCC’s data to the uses necessary for Google to provide the services required by PCC. In order to provide essential core features for PCC Email, Google will run fully automated scanning and indexing processes to offer improved spam filtering, virus detection, and email search, just as the College currently does for these same purposes.

More information regarding Google’s scanning of user data is available on this FAQ on the Google website. For more information about Google’s security policy, click here.

January 18, 2012

Update on Early Adoption Process

Over the past few months, we have converted 300+ faculty and staff to the new system. These transitions have gone very well and we continue to learn and refine the process as we go. Many thanks to those of you who have made the switch and assisted us with your input, collaboration, and above all, patience! You have smoothed the path for those who follow. We continue to see that it is important for everyone making this transition to take a little time to prepare and to understand how to best use the new tools to meet your needs. To support that, we will be holding another series of cross-campus orientations during the weeks of February 6 and February 13. If you are interested in making the move to PCC gmail in the next few weeks, we encourage you to watch for those dates and plan to attend one of the sessions. We will continue to switch 'early adopters' on a volunteer basis over the next several weeks. After that, we'll be looking to follow up with setting transition dates for the rest of the staff and faculty. Ideally, we are aiming to complete this transition by late spring 2012.

TSS email maintenance plan

1 - We will no longer maintain email accounts for students, staff and faculty once they have left the college. This aligns practice with PCC's Electronic Mail Usage Standard for both students and faculty/staff. The decision was made with careful thought and evaluation of how PCC email is being used now and in the future. Here is how 'left the college' is defined; For students, this is when their student status is inactivated and they are required to be re-admitted to enroll in classes. Typically, this inactivation occurs in batch for students who have not taken classes for more than two years. For Faculty and Staff, this is when they are terminated or retired from the college, do not continue to work in any capacity, and do not have active status as a student. For faculty and staff in part-time or casual jobs who do get formally terminated by notice to HR, this generally occurs after several months have passed without payroll activity.

2 -
With the move to PCC gmail, TSS will no longer be providing installation, configuration or support for desktop email clients like Outlook. This is a strategic decision to focus our support resources on the web/browser delivery of these services and on mobile (smartphone/tablet) applications that support email, calendaring, and the rest of the Google apps collaboration suite. We believe that the future of these applications lies in the browser and mobile environments and are working now to transition our support resources accordingly.

November 7, 2011

For those who are ready to be Early Adopters or those who want more roll-out information

A series of Gmail/Calendar orientations will be held during the week of Nov. 14th.   Sessions have been scheduled at the 3 Campuses, Southeast Center, Downtown Center, and CLIMB Center as space permitted. These will provide an overview to using the new systems as well as information about the roll-out plans. For Faculty and staff who are interested in being an early adopter, you will receive instructions on how to do that at these sessions.  We're taking this approach to ensure that the next round of early adopters are well informed and prepared as a resource for others as we bring the rest of the college on board.  For any Faculty or Staff who are not sure if you want to be an early adopter, but would like to see how it all works, you're welcome to attend as well.  You can attend at any location.
Since the rooms have limited capacity, we ask that you please sign up in advance by using the following steps:
1 - Login to MyPCC
2 - Click on the 'PCC Gmail sessions for Faculty and Staff' announcement in the Personal Announcements channel.
3 - Follow the sign-up link in the announcement.

And if nothing on this schedule works for you, don't worry, we will be offering more sessions shortly. For the next few weeks we will be working on planning for the formal move of college workgroups to the new system.  We will be working with managers and leadership in various areas to arrange convenient times and approaches.  You should expect to see an update from me on this planning by the end of this month.

 

October 17, 2011

If you are receiving Quarantine Summary emails

Google’s enhanced anti-spam/anti-virus service is called Postini.  This service, through our PCC domain, emails you a quarantine summary so that you can check for messages that were mistakenly identified as spam. If the messages in the quarantine are spam, you don’t need to do anything.  If you want them back in your INBOX you can check the link ‘Deliver.’ When you approve messages, over time, Postini will recognize the sender's address and will deliver future emails from that sender to your Inbox automatically. You can also set up an  Approved Senders list for messages you want to receive in your inbox.

You can go to the Postini Message Center, from time to time, to review your filtered email and customize your junk email settings. Click the “My Settings” and “Help” links for more information.

Your Postini account was automatically created when you became an active PCC employee; it will be removed when you leave PCC employment.

The quarantine summary provides important information about messages that MAY have been quarantined in error. Note that you can’t “unsubscribe” from the quarantine summary at present. If you wish, you can set your email client to filter these emails so they won’t appear in your INBOX.

Postini Message Center

https://login.postini.com

Enter your MyPCC email address and the temporary password that was sent to you when you received your new PCC gmail account.

If you’ve forgotten that temporary password, follow these instructions;

1. Login to the Message Center and enter your pcc.edu email address and just anything in the password field. You must enter some characters there.

2. Click on the “Redirect” message which takes you back to the Postini login page.

3. Click the “Forgot Your Password” link and Postini will send a new temporary password to your pcc.edu mail immediately.  When you open that email, copy the temporary password.

4. Go back to the Postini Message Center log in page and re-enter your pcc.edu email address and paste the temporary password into the password field.  Follow the password naming standards on the right side bar.  

October 13, 2011

Student Accounts

1. All students were migrated to gmail before the start of fall term.

2. New students are automatically migrated to gmail when they become active.

3. Email in the student’s old MyPCC mailbox is copied their gmail mailbox; it may take a few days after the student becomes active for this to occur.

4. After the student has been migrated to gmail, all new messages will be delivered to the MyPCC/gmail mailbox.

5. Students can check their old mailbox for missing messages using the MyPCC “access old email system” link.

6. Old MyPCC mailboxes will be removed sometime in 2012.

Staff Accounts

1. The employee opt-in period for gmail will begin in November.

2. All staff will be migrated to gmail by the end of Winter Term 2012.

Email Access

1. MyPCC is the recommended way to access new and old MyPCC mailboxes.

2. Other email clients can be used to access gmail; it’s the user’s responsibility to configure and maintain them.

Anti-spam/Anti-virus Filtering

1. All gmail accounts include basic anti-spam/anti-virus filtering.

2. Employees (including student-employees) receive an enhanced anti-spam/anti-virus account (Postini) when they become active.

3. Postini is an enhanced anti-spam/anti-virus service provided to PCC employees which gives users the ability to manage their email quarantine and maintain approved and blocked sender lists. The service emails a quarantine summary so users can check for messages that were mistakenly identified as spam. The summary provides important information about messages that MAY have been quarantined in error. Users can’t “unsubscribe” from the quarantine summary at present.

4. Users can login to the Postini Message Center at https://login.postini.com using their MyPCC email address and the temporary password that was sent to them. For forgotten passwords, enter a username with any NON-BLANK password and click Login; then use the “Forgot your password” link to set a new temporary password. Use the Postini Message Center to review filtered email and customize junk email settings. Click the “My Settings” and “Help” links for more information.

October 5, 2011

Timeline Updates
  • We've revised our timeline for the Faculty and Staff early opt-in program to begin in mid-November and we're also planning to complete the transition for the entire college during Winter Term 2012.
  • The Computer Help Desk, Computing Tech Specialists and Training Team are gearing up to support the transition for end-users. Information regarding the early opt-in process will be communicated via email and MyPCC.

September 21, 2011

Email Usage and Retention Standards at PCC

http://www.pcc.edu/about/policy/electronic/email.html

1. With Google there will be more storage space for email, however: Don’t keep everything forever! PCC may be legally liable for records kept longer than the specified retention. We cannot stress this enough.

2. As public employees, the machines we use, and the emails we send using our PCC email address are not our personal property. Anything we use to conduct PCC business may be admissible in a court of law, even if we use our home computers/ personal cell phones/PDA's/ iPads/ iPhones for work. This means even non-records may be admissible. Everyone must give every email they send the "Oregonian Test."

September 19, 2011

Update
  • Current student accounts were transitioned over Labor Day and we are in the process of fine-tuning the environment.
  • We're still planning to complete the transition for everyone by December. We'll begin an opt-in program in October for faculty and staff who want to move sooner.
  • We've learned:
  • Don't underestimate the value of training. Using gmail in the high traffic PCC enrionment is different than personal use.
  • Give yourself time to make the transition. It is different and there will be things you want to learn to take advantage of that will make it easier, and probably better to manage your email than before.
  • Other tools like Google Docs and Google Groups are available, but our technology support energy will be focused on email and calendar for the next several months.
  • We've heard a strong desire from all levels of the college, including Cabinet, to have everyone on the same email and calendaring system. As a result, TSS will begin to phase out support for Outlook and other desktop email clients. Not only is it burdensome to support, it prevents full use of some of the collaboration tools in the Google environment. We believe the best investment of our support resources is to maximize the college's ability to take advantage of the benefits of the web environment.