General Updates

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 4, 2012

Alternate 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

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.

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.

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.