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UChicago G Suite - Getting Started

This article explains answers to a set of frequently asked questions regarding G Suite (formerly known as Google Apps).

Who is eligible for UChicago G Suite?

How do I get access to UChicago G Suite?

Who owns my G docs?

Can I change ownership of a doc?

What happens to my shared documents if my account is deleted after I leave the University of Chicago?

Who reviewed the Google Agreement with the University of Chicago?

What kind of content can be put in UChicago G Suite?

If I request a UChicago Google account and already have a Google account, is my account merged with the UChicago account?

What happens to my account when I graduate or leave the University?

What happens to any data I had in Google when my account is deleted?

What happens to my gsites.uchicago.edu files and images when my account is deleted?

What do I do if I have questions or problems using UChicago G Suite?

What are Lucidpress and Lucidchart and how can I use them?

How do I access my UChicago G Suite applications from an application which is not web-browser based (I.e. Gmail application on my mobile device, IMAP/POP mail client, G Drive application/client, etc.)?

When I try to use certain Google Services I receive a "<Google Service> is not available for your organization (uchicago.edu). Please contact your administrator to enable this service. If you're an administrator, learn more here." message. How do I request that a service be enabled for me?


Who is eligible for UChicago G Suite?

All current students, faculty, and staff are eligible to use UChicago Google docs, with the exception of people in organizations that are part of the Organized Health Care Arrangement (OHCA), i.e. people that are subject to the Biological Science Divisions HIPAA policies.

The Booth School of Business offers its own collaboration tools (including Google Docs) for faculty, students, and staff. Please see http://it.chicagobooth.edu/productivity-collaboration/ for information.

Individual departments at the University may have preferences for what tools people use for email and calendaring. Check with your departmental administration before choosing UChicago Google docs as your collaboration tool.

How do I get access to UChicago G Suite?

G Suite is available now for current students, faculty, and staff of the University, at the following addresses:

Additional Apps are available for UChicago users, via the G Suite Marketplace.

Who owns my Google docs?

You, as the UChicago G Suite user, own the docs, not Google.

Can I change ownership of a doc?

Yes, but only to or from someone within the UChicago Google domain.

What happens to my shared documents if my account is deleted after I leave the University of Chicago?

Those with whom they have been shared will lose access to them unless they had previously copied them elsewhere.

Who reviewed the Google Agreement with the University of Chicago?

The University participated in an agreement that was negotiated with a consortium of schools. The University of Chicago Legal office participated in the review.

What kind of content can be put in UChicago G Suite?

Under the terms of the University's agreement with Google, it is permissible to store documents containing information classified as "Education Records" under FERPA in UChicago G Suite. The use of G Suite for protected health information (PHI) is not compliant with patient privacy requirements, including HIPAA. Therefore, PHI cannot be transmitted, stored or shared via any G Suite application.

If I request a UChicago Google account and already have a Google account, is my account merged with the UChicago account?

No, your UChicago Google account is a new account, fully independent of any accounts you may have previously created with Google. You can link the accounts through forwarding or fetching mail, but they remain fully independent. If you leave the University of Chicago, you can use Google tools to move your UChicago Google mail to your personal Google account.

What happens to my account when I graduate or leave the University?

For faculty and staff, the normal procedure is that the account will enter a 45 day notification process after which it is deleted. For students, our policy is that we maintain your account for two academic quarters grace period, and, if you have not become re-affiliated through academic registration or employment within the University of Chicago, your account begins a 45 day cycle of notification and finally, deletion.

What happens to any data I had in Google when my account is deleted?

You must migrate, export, or otherwise save your site prior to the end of the 45 day closure process, or it will be deleted. Google provides tools to migrate your UChicago Google account to a personal Google site with them, or to export the files to common html formats for import into other systems.

What happens to my gsites.uchicago.edu files and images when my account is deleted?

You must migrate, export, or otherwise save your site prior to the end of the 45 day closure process, or it will be deleted. Google provides tools to migrate your UChicago Google site to a personal Google site with them, or to export the files to common html formats for import into other systems.

What do I do if I have questions or problems using UChicago Google Apps?

Extensive help for G Suite is available at the G Suite Learning Center, https://gsuite.google.com/learning-center/. If you have specific questions about using or configuring UChicago G Suite in the University environment, contact the IT Services Service Desk at https://itservices.uchicago.edu/node/902/.

 What are Lucidpress and Lucidchart and how can I use them?

Lucidpress is a browser-based print and digital layout and design application; Lucidchart is a flow chart maker and online diagram application.

Lucidpress and Lucidchart are available to UChicago users via the G Suite Marketplace. Login to any G Suite App (Gmail, Google Docs, Calendar, Sites, or Drive). Click the App Launcher icon (3x3 grid icon near the upper right corner), click More, and select the Lucidpress or Lucidchart icon to launch the app.

Instructions, tutorials and templates are available:

How do I access my UChicago G Suite applications from an application which is not web-browser based (i.e. Gmail application on my mobile device, IMAP/POP mail client, Google Drive application/client, etc.)?

Accessing your UChicago G Suite account via a web browser uses the campus single sign-on system, Shibboleth, but this is not an option when using methods of access which are not browser-based. In these cases you need to use a special password for your UChicago G Suite account, which can be set at https://cnet.uchicago.edu/GAppsPasswd. Once you've set this password, you can then use it with most non-browser based applications/clients/devices to access your UChicago G Suite account and services.

Once you've setup your discrete UChicago Google Apps password, please see http://www.google.com/sync/index.html for specific instructions for setting up your devices to sync. Please be aware that Google's documentation will indicate a generic username such as username@gmail.com or username@your_domain.com; you will need to provide your username as your_cnetid@uchicago.edu along with the UChicago Google Apps password when configuring these non web-browser based applications.

When I try to use certain Google Services I receive a "<Google Service> is not available for your organization (uchicago.edu). Please contact your administrator to enable this service. If you're an administrator, learn more here." message. How do I request that a service be enabled for me?

The University's contract with Google covers the "core services", which are now available. We will evaluate other Google services as they become available to G Suite for Education customers and determine their suitability to the University community. If you have questions about the availability of a specific Google service in UChicago G Suite, please contact the IT Services Service Desk at https://itservices.uchicago.edu/node/902/.

See Also:




Keywords:"google apps" email collaboration tools gmail gdocs gdrive lucid lucidpress lucidchart   Doc ID:27245
Owner:Dave L.Group:University of Chicago
Created:2012-11-05 12:39 CSTUpdated:2016-11-07 16:30 CST
Sites:University of Chicago, University of Chicago - Sandbox
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