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 sign into Google Workspace Additional Services when using Glow.
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. Additional Services are not covered by the G Suite for Education agreement and may have their separate Terms and Conditions.
More information can be found on Google’s support site.
Can I still use Additional Services?
Yes. Most of these services can still be used although users will not be able to sign into them. An example of this is that a user will be able to access Google Maps but their location history will not be stored as they will be accessing anonymously.
Why can’t I sign into Additional Services?
Contractually, Google require consent to be obtained and maintained for all users before they can sign into Additional Services. If the user is under 18 this has to be parental consent. This consent is for Google to use personal information collected when these services are used.
Due to the high number of Glow users, managing consent is not sustainable and could result in significant additional resource being required both centrally and at local authority and/or institutional level.
How am I affected by this?
Users will still be able to access most Additional Services but they will not be able to sign in. We have provided some tips below on how these services can still support learning without having to be signed in.
- Chrome Web Store – Users can still search and download apps that have been whitelisted for their tenancy (see https://glowconnect.org.uk/apps-and-extensions/). However, collections cannot be used so local administrators may wish to publish approved lists of links to their users.
- CS First – Users can still access resources without being signed in. These can be shared through Classroom and users can track their process via assignments if the Classroom is set up to do this.
- Google Bookmarks – Bookmarks cannot be associated with a user account. However, this will not affect browser based bookmarks and these can still be used.
- Google Books – Users can still search for and access books but cannot save to a library. Links can be shared via Classrooms as resources.
- Google Cloud Print – Users will be unable to sign into Google Cloud Print. Native printing will not be affected and users will be able to print to local network printers set up by local administrators.
- Google Earth/ Google Maps/ Google My Maps – Google Earth and Maps can be used as normal. However, users will not be able to store location history, map edits or points of interest.
- Google Takeout – Users will not be able to export all user data to an archive file. However files, etc can still be downloaded as normal from Drive.
- Search & Assistant – Users can still use the search functionality but cannot store personal results and Google will not be able to use data to personalise results or advertising.
- YouTube – Users can still search and play all videos but will not be able to create and manage playlists. Glow users have unlimited Drive storage where their own videos can be stored. Both these and public YouTube links can be used to share the resource to Classroom