Sanctioned Use of Google Workspace for Education

Title: Sanctioned Use of Google Workspace for Education
Approved by: Office of the President
Date approved by President or Board of Trustees: March 20, 2014
Effective date: March 20, 2014
Responsible Official: Chief Information Security Officer
Responsible University Office: UTech Security and Policy
Revision History: 3
Related legislation and University policies:

Review Period: 3 Years
Date of Last Review: August 13, 2024
Relates to: Faculty, Staff, Students, Alumni, affiliate account holders

Summary

This policy establishes boundaries for sanctioned use of CWRU Google Workspace for Education (Google Apps), including but not limited to email, calendar, contacts, online meetings (Meet), online file storage (Drive and Google Docs), self-service web sites (Sites), etc.

Purpose

Case Western Reserve University has used Google Workspace for Education (Google Workspace ) since 2007. The following policy is defined to assist users in prudent decisions about how to use the various applications in the Google Workspace suite and similar cloud-based services available to the CWRU community. The application suite encompasses Google Apps utilities available to authorized CWRU users, through appropriate Single Sign On authentication.

The CWRU-branded Google Workspace suite of applications have been approved for use with Public and Internal Use categories of information, as described in CWRU UTech Policy III-1 Information Tiers and Sensitivity.
The storage and transfer of Restricted information in Google Workspace is strictly prohibited, unless the files are individually protected using encrypted means sufficient to prevent disclosure (strongly encrypted, complex-password-protected attachments, with no passwords included).

Responsibility

End Users will manage information under their stewardship in accordance with university policy.

University Technology will manage risk of shared information in Google Apps through various audit and assessment activities.