Google Apps for Education

1. Created by Bonnie Knecht October 2013 Google Apps for Education 2013 Gold Coast Cue Fall Tech Expo Available at goo.gl/K4zGpi

2. Sequence • What is Google Apps for Education? • What can it do? How is it used day to day? • How can I get started in my classroom or at my school site? • Advice for implementation • Questions? Ideas? Thoughts?

3. About Me • Mrs. Bonnie Knecht • 6th Grade Math/Science/Drama at Santa Rosa Technology Magnet School in Pleasant Valley School District • "Super Administrator" of Google System at SRTMS Google Apps at SRTMS • Introduced in all middle school classes in April 2011 • Used daily by all middle school students and teachers • Expanded to 2nd grade for the 2013-2014 school year

4. What is Google Apps for Education? "Free Web-based email, calendar & documents for collaborative study anytime, anywhere." http://www.google.com/enterprise/apps/education/ Everything your school needs **This presentation was made for you using Google Presentation.

5. What's so awesome? • Files accessible from any computer • Stored in the cloud! In Google we trust. • No more student data server problems • Secure environment • Share assignments- don't print! • Collaborative work on assignments- now it will change • Able to track revision history, participation • Automatically update your website • Bonnie Knecht • Sarah Perry • It's FREE

6. Calendar Sites Gmail (Optional) Google+ (Not allowed forusers under 14) What can it do? Drive • Docs • Spreadsheet • Forms • Presentation • Drawing

7. What can it do? Calendar • Post daily lessons and homework • Attach homework documents as .pdf files • Organize the calendars for PE, computer lab, MPR, supervision duty, library, etc.

8. What can it do? Drive • Stores & Organizes files • Able to upload files, pdfs, pictures, videos, etc. • Share files with others within your domain

9. What can it do? Docs • Simpler, cleaner, clearer than Microsoft Word • Only essential features • Track document revision history • All changes saved automatically!

10. What can it do? Spreadsheet & Forms • Much easier to use than Excel with similar functionality • Easily create graphs, sort data, conditional color • Organize responses from formsautomatically • Scripts enhance use • Flubaroo- grades surveys • Autocrat- sends students own survey results Ideas for using forms: • Grading assignments • Student entrance/exit questions • Online testing practice • Brainstorming • Data collection

11. What can it do? Presentation • Simpler, cleaner, clearer than PowerPoint • Fewer distracting choices • Group members work together on same presentation

12. What can it do? Sites • Create a site with resources for one class • Create a site to display work from a class • Create a site to store all content for one unit of study • Students create sites as a project • Only visible to users within the domain- not entire web

13. How can I get started? • Choose 1 or 2 people to be administrators • Purchase a domain name • Apply to Google Apps for Education • Request the number of accounts needed • Create unique accounts and passwords for all students and staff • Preset services and privacy to restrict external access • Let everyone log in and get started!

14. Advice from SRTMS • Choose 1 or 2 people to be administrators SRTMS "Super Administrators" Bonnie Knecht- Teacher Jerri Lejeune- Teacher Patrick Ploszaj- School Computer Technician Two heads are better than one. Divide up labor In case of emergency...

15. Advice from SRTMS 2. Purchase a domain name Santa Rosa's domain is srtmseagles.us Unique domain Ours can be a bit hard to spell .us, .net, .org,

16. Advice from SRTMS 3. Apply to Google Apps for Education www.google.com/enterprise/apps/education/ 24-48 hour turnaround

17. Advice from SRTMS 4. Request number of accounts needed. • Round up generously • You can always get more but you have to ask • We delete all outgoing 8th graders' accounts to prevent needing to request more each year • Content can be saved and exported • Students over age 14 can get their own Google account

18. Advice from SRTMS 5. Create unique accounts and passwords for all students and staff • Student accounts do not include full last names • Use graduation year rather than grade level • Passwords must have 8 characters so we put a 1 in front of ID numbers • Avoid leaving out rosters with student ID numbers • Turn off ability to change password for all users • Clicking on the link redirects to district acceptable use policy • Super Administrator has to add accounts for new students • For initial setup, create all account names in a spreadsheet and import

19. Login - Student username Your username has four parts: first name . first two letters of last name SRTMS Graduation year 8th grade: 14 7th grade: 15 6th grade: 16 Example:  Jane Smith - 8th grader Username: jane.sm14@srtmseagles.us Example:  Carmen Sandiego  - 7th grader Username: carmen.sa15@srtmseagles.us Example:  Heinz Werner - 6th grader Username: heinz.we16@srtmseagles.us

20. Login - password 1 ID number Type in your ID number, but add a 1 to the front of it. Example:  ID # 5001234 Password: 15001234

21. Staff Login Your Username:  first initial, last name Example:  Bonnie Knecht Username: bknecht@srtmseagles.us Your Start-Up Password: Default You will be prompted to change your password the first time you sign in. If you forget your password, contact Bonnie to reset it for you.

22. Advice from SRTMS 6. Preset services and privacy to restrict external access • Look through services list and only turn on services you want used • Restrict Sites to only be visible to people within your network • Restrict Drive to only allow sharing within network • We have contacts turned on for staff but not students • Test everything before releasing!

23. Advice from SRTMS 7. Getting started • Create calendars for each need and share with appropriate people • Create folders for classes/subjects in Google Drive • Create contacts lists to make sharing easier • Create shared folders that automatically share contents • Upload files or pdfs for content • Most files can be converted to Google Docs- some formatting may change • Agree upon naming conventions within site • TEACH usage to students and staff

24. Advice from SRTMS How do we keep this working smoothly? • Teach the correct practice from the beginning • MONITORING! • Constantly check for misuse and act swiftly • A few students do something stupid at the start of every year. Once they are caught and serve their punishment, let word get around that you're serious. • Model good practices • Use revision history to verify honesty • Learn from your mistakes and from the students • Update frequently • Stay organized • Color code everything!

25. Advice from SRTMS Negatives? Hazards? • Chat Feature • Enables viewers to chat while on a shared file • Chat deletes once document is closed • Acknowledge its existence and make it educational • Monitor and police frequently • Student Cheating • Make a copy of friend's work and turn in as their own • Use revision history, good grading techniques to catch • Missing Features • I wish I could put sound in my presentation... • I wish I could split my document into columns.... • Google makes updates constantly. Your wish will be granted (eventually) • Glitches • Service doesn't always work perfectly. Make the best of it.

26. Questions? Please e-mail us with questions! Bonnie Knecht bknecht@pvsd.k12.ca.us Principal Tommy Holtke tholtke@pvsd.k12.ca.us Jerri Lejeune jlejeune@pvsd.k12.ca.us Sarah Perry sperry@pvsd.k12.ca.us