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USC GA4E Migration: Powerful Email Solution for Student Communication

Learn about USC's transition to Google's GA4E for student emails, offering a 2GB quota, web-based tools, and seamless integration. Understand the initiative, timeline, institutional considerations, and data privacy protocols in place.

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USC GA4E Migration: Powerful Email Solution for Student Communication

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  1. GA4E @ USC Asbed Bedrossian Director of Enterprise Applications and Operations USC Information Technology Services

  2. USC’s Current Offering • Around 32,000 student accounts • Sun Messaging Server • 75MB Student email quotas • USC email gateway with antiSpam/antiVirus • 6 millions emails a day, 90% spam • No enterprise calendaring solution • Approximately 4 years old • Major complaints • Webmail interface • 75MB quotas ($$$s) • No Calendaring

  3. Why move students to GA4E? • 2GB email quota • Ease of use • Powerful, web-based communication and collaboration tools • Large chunk of students already use Gmail • Continuous development and rollout of new tools • Ease of integration into current infrastructure • Cost: $0

  4. Initiative and Timeline • CTO of Technology Enhanced Learning (TEL) contacts Google in January ‘07 • Google presents at USC, February ‘07 • CIO and CTO TEL made a presentation to the university board of trustees and the president in June 2007 • Two pilot projects are initiated: • The USC Gould school of law • The Viterbi school of engineering • Pilots deemed success, put into production in August • Central IT tasked to bring service to all students in Spring ‘08 semester • No current plans to change Faculty and Staff email service at this point

  5. Institutional Considerations • Privacy and Compliance • Confidentiality • Population scope • Applications in the service • Integration into the USC IT infrastructure

  6. Privacy and Compliance • FERPA • Ensure student protected data remains protected • USC is willing to share the minimum amount of protected data required to enable a mission application, with proper NDAs in place. • Google Fully Executed Education Application Agreement for the Google domain: usc.edu • The lawyers have signed off on the FEEAPP agreement • The Registrar has signed off on the USC requirements for Phase 1.

  7. Confidentiality • Honor request to prevent public listings: • Online student directory • Commencement book • Etc. • No “Do Not List” flag in GA4E • Must inform student during Opt-in

  8. Population Scope • “Students” • Any USC member registered for a class

  9. Apps in the GA4E Service • Webmail • No POP, no IMAP • Calendaring • Spreadsheets, Document

  10. Integration • Email routing • Through the USC email gateway • USC’s Persistent ID for GA4E • Alternate “friendly” email address • Single sign-on • Shibboleth 2 • Helpdesk workflow

  11. Shibboleth @ USC • Uses USC’s Enterprise LDAP directory (the Global Directory Service (GDS)) as its Attribute Authority • Logins use the USCNetID • Name based identifiers for members e.g. jtkirk @usc.edu • Initials based for non-members: e.g. jtk_123 • No recycling • Alternate “friendly” email addresses: James.T.Kirk • And much much more…

  12. GA4E @ USC • Opt-in application - maybe a button in myUSC • Shibbolized login • Will inform student that USC will share with Google: • Their full name (“James Kirk”) • Their alternate “friendly” email address (James.T.Kirk) • Will inform student that “Do Not List” is not observed inside the new service. • Student must click “I Accept”

  13. GA4E @ USC (cont’d) • Upon acceptance, the Opt-in application will: • Create the alternate address named account in Google’s usc.edu domain (James.T.Kirk) • Create the uscGoogleID attribute in the student’s GDS record. The value is the alternate email address. • Instruct the student how to set their USC webmail forwarding to their GA4E email. (James.T.Kirk@gmail.usc.edu)

  14. Future Enhancements • Layered Calendar content • More applications • Migration of account affiliation to Alumni • More “sub” domains • Alumni.usc.edu • Etc.

  15. Q & A Asbed Bedrossian <asbed@usc.edu>

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