There are a number of Google Workspace for Education Core Services made available through Google Workspace in Glow. The Education Scotland Glow Team are continuously developing a list of requirements based on user feedback and other factors to ensure the configuration of Google Workspace in Glow meets our user’s needs. Glow Customers can also request third party apps and extensions to be added to their tenancy. Guidance on requesting these is available here.
Any changes to the offering in Glow are subject to a governance process and updates will be issued to Glow Key Contacts as required. All changes to the configuration will take into account safeguarding, privacy, usability and must fit with the overall service requirements in Glow. If you have any queries about functionality or changes to the configuration, please speak to your Key Contact in the first instance.
The table below provides answers to some common questions and will be updated based on feedback.
|Gmail||The Gmail service is disabled for all users. Any notifications from G Suite will be sent to Glow Mail (Outlook).
At the moment Outlook is the only mail service offered within Glow and there are no plans to offer Gmail in the immediate future.
|Chrome Sync||Chrome Sync is enabled for Staff Only and means the configuration of Chrome, including installed apps and extensions, will follow users in browsers or devices they sign in to and use this. Before turning this on users should be aware that it may sync data such as passwords, browsing history and card details so it is not recommended for shared devices.|
|Chrome Management||Some of these settings are made available to users with delegated admin roles to help reduce the burden of managing and provisioning Chrome Devices such as Chromebooks. Delegated admins may manage Devices, Device Settings and Managed Guest Session Settings. However, User & Browser Settings and Apps & Extensions settings permissions are part of the constant national service offering and not delegated to Glow Customers. This is to maintain the integrity of the service offering and ensure compliance with various Terms and Conditions. Any change requests to these settings would need to be reviewed for suitability for all Glow Customers.
There are additional management options within Chrome for Managed Browsers and Google Meeting Room Hardware but these are not available within Glow due to a Google requirement for end user consent to be ‘obtained and maintained’. This is not sustainable and could result in significant additional resource being required both centrally and at local authority and/or institutional level.
|Printing||Tenancy Admins have the ability to add printers to Chrome devices and make them available for enrolled devices. There is guidance available on how to do this on the Chrome Help Site. If you have requirements within your authority then your Key Contact should be able to advise on this.
Guidance on using printers from devices is also available
Users will not be able to access Google Workspace Additional Services when logged into their Glow Google accounts unless this has been enabled for them by their Local Authority or Establishment. Google Workspace is an opt in service and not all Glow users will have a Google account.
This does not affect Glow users who are using other services unless they have logged into their associated Google account. Chromebook users are logged into their Google account by default. Users accessing Glow via a browser are only logged in to their Google account when using a Google tile (such as Google Classroom) via their launchpad.
What is the difference between Core Services and Additional Services?
Core Services are purely educational and include services such as Drive, Classroom and Calendar while Additional Services are designed for consumers and include services such as YouTube and Google Maps. Additional Services are not covered by the Google Workspace for Education agreement and may have their own separate Terms and Conditions.
More information can be found on Google’s support site.
Why can’t I access Additional Services by default?
Google require consent to be obtained and maintained for all users before they can use Additional Services. If a user is under 18 this has to be parental consent.
This consent is for Google to use personal information collected whilst using these services. UK GDPR requires a positive opt in by users if their data is being collected and used so consent has to be given by users (or parents for under 18s) before access is given and this happens.
Was this always the case?
Up until 1st September 2021, when users attempted to access Additional Services while signed into their Google account, an unauthenticated session would open and the services would be accessible. The user would not be signed in so any use would be anonymous.
Following the changes being made by Google, if a user is logged in to their Google account then access will be blocked unless the service is turned on for them. Google will no longer open an unauthenticated session.
How do I get access?
If you are a Google users in Glow and logged in to your Google account you will not be able to access Additional Services unless your Local Authority or Establishment has enabled this for you. This will involve giving consent for personal data to be collected and used by Google. A message saying the service is turned off will be shown.
Consent, and therefore access, will be managed by your Local Authority or Establishment. This may be managed in different ways depending on where you are based so should be discussed with your local Glow Contact. Some Local Authorities or Establishments may not wish to make these services available at all.
Are there any other ways to access these services?
These services can still be accessed when not logged into your Google account or while using a private browsing session that is not logged in. It should be noted that, for safeguarding purposes, private browsing is not available for learners using managed Chromebooks.
Embedded YouTube content will still be visible via Google Classroom as per the Google support article when the YouTube service is OFF, i.e. users who do not have access can still view videos that are embedded as a resource in assignments, etc. This means all Classroom users will be able to view videos without YouTube being turned on for them and personal data being collected. All users can continue to link and preview YouTube videos in Docs.
Whitelisted apps and extensions cannot be searched for and installed individually by users through the Chrome Web Store unless they have access to Additional Services. However, these can be forced installed for staff, learners or all using the app process.
I work for a Local Authority or Establishment and am responsible for our Google tenancy. How do I manage access for users?
This is done via a Google sheet that is only available to named users. These users will be able to add in user names to the sheet and any account listed will get access to the Additional Services that are available in Glow. These are Chrome Web Store, Google Earth, Google Maps and YouTube. There may be a delay between updating the sheet and user access changing.
Consent and how the sheet is used may be managed in different ways depending on where you are based so this should be discussed with your local Glow Contact.
Is there anything else I should know?
Some aspects of Additional Services are restricted so that they are age appropriate.
To improve the functionality of existing and future Additional Services available on Glow tenants, all Teaching and non-Teaching Staff accounts will have a setting of over 18 with all Learner accounts remaining under 18. More information on the differences can be found on the Google Support Page.
Currently the Additional Services available within Glow are Chrome Web Store, Google Earth, Google Maps and YouTube. The enquiries form should be used for any questions relating to these or other services.