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Core Google Services Policy

Version 1.0

Purpose

The purpose of this policy is to preserve Fordham University’s brand identity, integrity, and reputation when using the University-provided Core Google Services. The core Google Apps are governed by a contract between the University and Google.

Scope

This IT policy, and all policies referenced herein, shall apply to all members of the University community including faculty, students, administrative officials, staff, alumni, authorized guests, delegates, and independent contractors (the “User(s)” or “you”) who use, access, or otherwise employ, locally or remotely, the University’s IT Resources, whether individually controlled, shared, stand-alone, or networked.

Policy Statement

  • The University provides the following Core Google Services: Calendar, Classroom, Drive, Docs, Gmail, Groups, Hangouts, Keep, Meet, Sites, Tasks, and Vault.
  • Users must comport themselves with the following principles and standards of the University when using the services above:
    • reflect the spirit and mission of the University,
    • must not, in any way, be offensive or derogatory,
    • must abide by the relevant rules that govern their University classification (i.e., faculty, student, staff),
    • must refrain from posting any content that may infringe any intellectual or other property rights of any other User or third-party,
    • must abide by the terms of the Acceptable Uses of IT Infrastructure and Resources Policy calling particular attention to the sections regarding copyrighted material and cloud computing, and
    • must abide by the terms of the Data Classification Policy which strictly prohibit the posting, storage, or disclosure of any Fordham Protected or Fordham Sensitive Data.
  • The University disclaims any liability to User for posting or submission of content regardless of the type of action brought against User.
  • Websites created with Google Sites should not be linked into or searchable through the University’s main website, www.fordham.edu.
  • Activities using Fordham email addresses:
    • are governed by the agreement between Google and Fordham University,
    • indicate the User’s affiliation with the University,
    • may be associated with third-parties, and
    • are identified with the University within the websites’ URL when sites are published via Google Sites.

Definitions

Core Google Services[1]

  • Google Calendar is a web-based service for managing personal, corporate/organizational, and team calendars. It provides an interface for Users to view their calendars, schedule meetings with other Users, see availability information for other Users, and schedule rooms and resources.
  • Google Classroom Users may create assignments, communicate with students, and send feedback all from one place.
  • Google Docs are web-based services that enable Users to create, edit, share, collaborate, draw, export, and embed content on documents, spreadsheets, presentations, and forms.
  • Google Drive provides web-based tools enabling Users to store, transfer, and share files, and view videos.
  • Gmail is a web-based email service that allows an organization to run its email system using Google’s systems. It provides the capability to access a User's Inbox from a supported web browser to read, compose, reply to, and forward the email, search email, and manage email through labels. It provides filtering for spam and viruses and allows Administrators to create rules for handling messages containing specific content and file attachments or routing messages to other email servers.
  • Google Groups is a web-based service that allows Users and website owners to create and manage collaborative groups. Users can have email discussions and share documents, calendars, sites, and folders with the members of a group. They also can view and search group discussion archives.
  • Google Hangouts is a web-based service that allows for real-time communication between Users. Google Hangouts provides one-to-one and group conversations via chat messaging, and voice, as well as lightweight video meetings.
  • Google Keep is a web-based service that enables Users to create, edit, share, and collaborate on notes, lists, and drawings.
  • Google Sites allows a User to create websites on the G Suite Basic domain to publish internally within a company or publish externally. A User can create a site through a web-based tool, and then can share the site with a group of other Users or publish the site to the entire company or the world (if permitted by the Administrator). The site owner can choose who can edit a site and who can view the site.
  • Google Tasks is a web-based service that enables Users to create, edit and manage their tasks.
  • Google Vault is a web-based service that provides search and export capabilities for Google Drive and Gmail. For Gmail, Google Vault gives customers the ability to search across the entire domain, to archive data and create retention and disposition rules based on content, and eDiscovery capabilities which allow a Customer to create matters and preserve this data for legal hold purposes. Customers must continue to use/purchase Google Vault for Google to retain archived data. If Gmail is enabled for a User account, that User’s on the record Google Talk conversations and Google Hangouts chat history can be searched, exported, retained, and preserved.

IT Resources include computing, networking, communications, application, and telecommunications systems, infrastructure, hardware, software, data, databases, personnel, procedures, physical facilities, cloud-based vendors, Software as a Service (SaaS) vendors, and any related materials and services.

Related Policies and Procedures

Implementation Information

Review Frequency: Annual
Responsible Person: Director, IT Risk and Data Integrity
Approved By: CISO
Approval Date: April 24, 2019

Revision History

Version: Date: Description:
1.0 04/24/2019 Initial document

Policy Disclaimer Statement

Deviations from policies, procedures, or guidelines published and approved by the University Information Security Office (UISO) may only be done cooperatively between the UISO and the requesting entity with sufficient time to allow for appropriate risk analysis, documentation, and possible presentation to authorized University representatives. Willful failure to adhere to UISO written policies may be met with University sanctions.


[1] Source: https://gsuite.google.com/intl/en/terms/user_features.html