1. Outsourcing Student E-mail and Other Collaboration Services John Calkins Assistant General Counsel Northwestern University Office of General Counsel (OGC) Wendy Woodward Director, Technology Support Services Northwestern University Information Technology (NUIT)

2. Northwestern University Carnegie Classification RU/VH (R1) Private 17,000+ students 7,000+ faculty and staff 190,000+ alumni Evanston and Chicago campuses Highly decentralized 10 schools Professional schools have custom student / alumni management programs

3. Drivers and the Environment Student Government request for Google Apps Aging e-mail infrastructure Increasing number of e-mail users forward mail off campus Calendar for faculty and staff only Alumni forwarding service is declining Official University e-mail sent to University provided account Multiple domains

4. Investigation Process Examine Services Free services offered to the education community Basic offerings include large e-mail accounts, calendaring, IM, and more Understand Benefits to Providers Companies want life-long customers Advertising revenue Determine “best fit” for Northwestern

5. Key Stakeholders Board of Trustees NUIT Office of General Counsel Student Affairs Office of Development and Alumni Relations Student Financial Services Office for Research School of Law The Graduate School Enrollment Services Provost Office Feinberg School of Medicine Kellogg School of Management University Relations School Technology Leaders Associated Student Government and other student leaders Graduate Student Association

7. Institutional Conversations Individual meetings with key stakeholders to gauge institutional level of interest and address concerns Adjust strategy based on feedback Open meeting with all stakeholders to share findings and proposed direction Plan-development meetings with Alumni Relations and Board of Trustees members Progress meetings with IT committees Open meeting to present deployment strategy

8. What We Heard Outsourcing these services to Google would improve student and alumni services, and be a positive thing to do… IF Security, privacy, and policy concerns are adequately addressed.

9. © 2002 Scott Adams, Inc/ Dist. by UFS, Inc.

10. DECFEBMARAPRMAYJUNJULAUGSEPOCTNOVDEC Idea Surfaces Investigation of Available Services Students Demand Improved Services Discussions with University Stakeholders Preferred Vendor Identified Contract Negotiations 20052006 Timeline JANFEBMARAPRMAYJUNJULAUGSEPOCTNOVDEC

11. Contract Negotiations Deployment Timeline Developed Implementation Deployed for Current Students as “Opt-In” Service Service as “Default” Service for incoming Students Service as “Default” Service for incoming Law students Work to include other Students and Alumni JANFEBMARAPRMAYJUNJULAUGSEPOCTNOVDEC 2007 Timeline

12. Key Elements of the Service The Agreement Security and privacy concerns addressed Student data will not be shared or used for marketing Data is protected in a FERPA-appropriate manner NU can exit the agreement at any time User Interface Student services are advertisement-free Prominent NU branding (along with Google branding) on the service pages

13. E-mail Inbox

14. Key Elements of the Service System Management Reliable pathway to Google system engineers for problem resolution NUIT access to the system to resolve issues Opportunity to provide input into product development

15. @u.northwestern.edu Services Self-Service Account Activation and Management E-mail Calendar Documents and Spreadsheets Chat/Instant Messaging Google Talk (Basic VoIP) Shared Address Book Group Accounts Custom Start Page/Web Portal Help Center

16. Self-Service Account Activation Eligible students can self-activate accounts: Undergraduates School of Continuing Studies Degree and Certificate students Graduate students Staff in degree programs Northwestern Law @nlaw.northwestern.edu domain

17. Self-Service Account Management Manage @u.northwestern.edu account while NetID is active Create and manage up to three nicknames Reset password Update for formal name change Account name cannot be changed Graduation/separation options Keep account which will display advertisements Delete account (20 day window before NetID expiration) Keep account and manually delete account data Post-graduation account management options Office of Alumni Relations and Development

18. Group Accounts Accounts can be activated for groups Recognized student groups Schools Departments Submit web form to apply http://vovici.com/wsb.dll/s/9260g2b019 Enables group collaboration Calendar management and sharing Group communication Document sharing and archiving Meeting resource management

19. Learning from Experience Involve the community: Many stakeholders! Listen, adjust, listen, adjust, listen, adjust... Compare against today’s reality Look at the data Talk to the vendors Determine if the benefits outweigh the risks Pick the best solution for your environment Maintain flexibility

20. Questions and Answers http://www.it.northwestern.edu/stucollab/index.html john-calkins@northwestern.edu wwk@northwestern.edu

21. Account Login – Single sign-on

22. Account Activation

23. Account Activation - Confirmation

24. Account Management: Add/Remove nicknames

25. Online Directory – Student and Staff display

26. Mail Account Settings – Reply to restricted listservs

27. Integrated Chat

28. Calendars

29. Documents and Spreadsheets – Main page

30. Law School – Start Page

31. @u.northwestern.edu Support Pages