IT Services

EliApps FAQ

Getting Started | Top Questions | General | Migration | Email | Calendar | Docs

Account Management and Compatibility| Data Security & Privacy | Miscellaneous


Getting Started

Common EliApps Questions and Answers from Google
Google has a number of articles that will help you get started with calendaring in EliApps

Top Questions

What should I do before I migrate to EliApps?

To prepare to switch to EliApps, you should view the Pre-migration checklist to ensure your account is ready for the transition. The EliApps Migration Utility is linked to from this checklist.

What should I do after I've migrated to EliApps?

See the post-migration page for more information.

When will I be eligible to migrate to EliApps?

All Yale undergraduates are eligible to migrate.  Eligible graduate students in the Arts & Sciences should be able to begin migration through the EliApps Migration Utility.  Questions on eligibility should be sent to eliapps.migration@yale.edu.

Will my email address change?

In most cases, no.

If you currently have an email alias in the form of first.last@yale.edu, your address will not change. If you do not currently have a first.last@yale.edu address (e.g. you are under non-disclosure), then your email address will change.

Note that if you have multiple aliases, they will be directed to your EliApps account. By default, you only be able to send from your primary alias. See sending mail from another address for instructions.

How do I access EliApps from a mail client or mobile device?

For instructions, see accessing your EliApps account.

Note: If you had previously set up your mail account on a computer or mobile device, you'll need to add your EliApps account as a new account.

General

Who is eligible to migrate to EliApps?

Students, faculty, and staff who are currently on non-YaleConnect email services (email.med or Pantheon) will be eligible to migrate to either EliApps or YaleConnect.

Yale undergraduates, graduate students in Arts & Sciences, graduate students in Applied Science & Engineering, School of Music students, School of Art students, and School of Architecture are elligible to migrate to EliApps. 

Those with specific departmental and/or calendaring needs (i.e., delegation and sharing needs) and those with confidential or regulated data (i.e., ePHI) will migrate to YaleConnect.

When will EliApps migrations begin?

ITS has already begun moving selected students and faculty from the Pantheon email servers to EliApps.  All Yale undergraduates have been migrated to EliApps.  If you do not have an EliApps account, please contact eliapps.migration@yale.edu.  Eligible graduate students in the Arts & Sciences can still migrate themselves via the EliApps Migration Utility.

Students and faculty who have regulated data will move to YaleConnect.

Faculty and staff will move over the course of the next two academic years. A deployment strategy is currently being created and the project team is working in tandem with lead administrators to help determine the most opportune time for departments to move from the Pantheon and email.med servers to either EliApps or YaleConnect. Some faculty and staff will be consolidated on the current YaleConnect service depending on business needs. Faculty and staff who use, access or transmit electronic protected health information (ePHI) or confidential data will move to YaleConnect. Conversations are underway with the professional schools to discuss specific deployment plans.

When will I be eligible to migrate to EliApps?

All Yale undergraduates are eligible to migrate.  Eligible graduate students in the Arts & Sciences should be able to begin migration through the EliApps Migration Utility.  Questions on eligibility should be sent to eliapps.migration@yale.edu.

How will students, faculty and staff be migrated from non-YaleConnect services to EliApps?

Students: The Student Technology Collaborative will be coordinating the migration for students. Each student will be individually invited via an official university message to access the EliApps Migration Utility, which will create an EliApps account and (optionally) migrate Pantheon email (Horde webmail) to EliApps. These invitations will begin to be issued in early October, and the initial invitees will be drawn from individuals who attend EliApps information sessions.
Faculty: The Faculty of Arts & Sciences IT Support Program (FASIT) will be coordinating the migration for faculty.
Staff: ITS is currently mapping out the migration process for staff and will share further details as they become available. ITS will do everything possible to support a smooth transition.

Where can I learn more about the migration to EliApps? Is there anything I can do to prepare?

In addition to the frequently asked questions on this page, you may want to view the Pre-migration checklist to ensure that your account is ready to migrate.

Will training on EliApps be provided?

The Student Technology Collaborative (STC) will assist students with transitioning to EliApps via documentation. In addition, training and documentation will be available for faculty and staff.

What services will be offered as part of EliApps?

Mail: Similar to Google's Gmail service, except with a 25GB mail quota

Calendar: Personal and shared calendars

Sites: Personal website creation with videos, images, gadgets and documents integration

Docs: Web-based documents, spreadsheets, drawings and presentations that let users edit the same file at the same time so you always have the latest version. In addition, 1GB of storage for non-Docs files.

Chat: Text, voice, and video chat

Additional Google services may be offered after the initial EliApps launch.

Why should I migrate to EliApps?

EliApps provides a suite of communication and collaboration tools designed to enhance the ability of Yale students, faculty and staff to work together.

All undergraduate students must migrate to EliApps by Fall 2012, at which point central mail accounts will be deactivated.

What are the advantages of using my EliApps account if I already forward my mail to Gmail?

There are two main advantages:

Storage - All EliApps accounts come with 25 GB of storage for your mail. In addition, there is an additional 1GB of storage for documents and more. Standard Gmail accounts allow less than 8 GB of storage.

Integration - By using your EliApps account, you can find and communicate with others at Yale. For example, you can easily invite other EliApps users to chat, share a calendar, attend an event, or share documents.

While this is possible using a standard GMail account, EliApps makes it easier and more reliable.

Will my Pantheon email (Horde webmail) account be deactivated?

Your old email account will be deactivated 30 days after you have migrated from your Pantheon account to your EliApps account. You will no longer be able to log in to https://www.mail.yale.edu or access your old inbox once your old email account is deactivated. 14 days before your Pantheon email account is deactivated you will receive an automated email warning you that your Central Email/Pantheon account will be deleted. This is referencing your old email account and not your new EliApps account.

Do I need a Gmail account to sign up for EliApps?

No. Once you have received an email from ITS telling you that you are eligible for EliApps, you can simply sign up with your NetID.

Can I change my mind after I migrate to EliApps?

No, once you have migrated to EliApps you cannot go back to your Pantheon email account. You may access the Pantheon email for 30 days, but new mail will go to your EliApps account and after 30 days your Pantheon email account will be locked.

Migration

What should I do to prepare to switch to EliApps?

To prepare to switch to EliApps, you should view the Pre-migration checklist to ensure your account is ready for the transition. The EliApps Migration Utility is linked to from this checklist.

Will all the mail I have now be in my new inbox?

If you select the option to migrate your mail and you have received an email saying that the migration is complete, then your mail will be in your EliApps mailbox. Messages that were in folders will be in your EliApps account with those folder names as labels. You will be notified if any messages are not migrated in the email that you receive, and can check the EliApps Migration Utility for a complete listing of these messages. See the Pre-migration Checklist for more information.

What will happen to messages in nested folders during migration?

Messages in nested folders will be migrated. A single 'flat' label will be applied; the label name will match the full path of the folder (i.e. 'Folder/Subfolder' will be the label name). Labels are only created for folders that contain messages. In cases where a folder has a sub-folder, but no messages in the main folder, no label will be created for the main folder.

Can I migrate my mail myself, or do I have to use the migration utility?

To create your EliApps account, you must use the migration utility, but you have the option to skip migration of your existing mail. While it is technically possible to migrate the mail manually using IMAP in an email client, the migration utility will more efficiently transfer your existing mail. Your Pantheon email (Horde webmail) account will remain accessible for 30 days after your EliApps account is created.

I received an email saying my account is eligible for migration. What should I do?

You should review the Pre-migration Checklist to confirm your account is ready to migrate to EliApps. Once you are ready to proceed, follow the link to the EliApps Migration Utility on the Pre-migration Checklist.

What steps will I need to take to set up my account after I migrate?

See the post-migration page for more information.

Email

Will my email addresses change?

In most cases, no.

If you currently have an email alias in the form of first.last@yale.edu, your address will not change. If you do not currently have a first.last@yale.edu address (e.g. you are under non-disclosure), then your email address will change.

Note that if you have multiple aliases, they will be directed to your EliApps account. By default, you only be able to send from your primary alias. See sending mail from another address for instructions.

Can I continue to use my same email program (Outlook, Entourage, Thunderbird, etc.)?

Yes, you may continue to use your current email program, however, you will need to set up a new account in your current program. Instructions on configuring your client are available in the How-To section of the site. In addition, you will have the ability to access your email and the rest of the EliApps offerings through the Google web interface.

Can I access my email from my mobile device/smartphone?

Yes, you will have the ability to access your email through your mobile device or smartphone. Please visit the How-To section of the site for instructions.

Can a user have more than one primary email account?

In general, no. Once the mail migrations are complete, most students, faculty, and staff will have either a Yale Connect or an EliApps account.

Will the process to request an email account change?

No. There will be no significant changes to the process of requesting and provisioning email accounts.

I already have a Gmail account. Can I use my current Gmail credentials to log into EliApps?

No, your Yale credentials are independent of any other Google accounts you may have.

What impact will these changes have on the AYA email forwarding services?

There will be no impact to the AYA email forwarding services. In the future, other options may be available.

I currently forward my Pantheon email (Horde webmail) to a personal email account; what will happen when I migrate?

Your current forwarding will be removed and messages will go to your new EliApps account. If you would like to resume forwarding you will need to set your forwarding again, see Google's instructions on forwarding mail to another email account automatically.

How do I forward my EliApps mail to a personal email account?

See Google's instructions on forwarding mail to another email account automatically.

Note:If you enable forwarding while your mail is being migrated using the migration utility, any mail migrated to EliApps will also be forwarded.

EliLists

Where can I find out about EliLists (Google Groups for EliApps)?

For more info on EliLists, see Mailing Lists and Targeted Messaging service page.

Calendar

Will students, staff and faculty be able to schedule meetings and share calendars once EliApps is implemented?

Yes, students, faculty and staff using EliApps will see an immediate improvement in their ability to schedule meetings and share calendars. While there is no direct integration between EliApps and YaleConnect calendars at this time, individuals can send and receive meeting invitations between the two systems. You will not be able to view "free/busy" information between systems.

Yale ITS is investigating how to further directly integrate the two systems at the current time.

What calendar information can another EliApps user see?

By default, your "free/busy" calendar information is shared with everyone using EliApps. If you would like to require that anyone who wants to view your calendar request permission directly from you, you may disable sharing of your "free/busy" information. Please note that if you do so, people will not be able to easily schedule meetings with you as they will not know your availability. Instructions on hiding your "free/busy" information are available.

Can I share my calendar information with another EliApps user?
Can I view or control another EliApps user's calendar?

Docs

How do I share a document?

See Google's instructions for sharing documents.

What is the quota for documents stored in Docs?

EliApps users have a 25GB quota, which is shared between your mail, docs, and web sites.

Documents in Google Docs' native format don't count against your quota, only uploaded documents such as PDFs or images count.

Account Management & Compatibility

I currently have a personal Gmail account. How should I handle my personal Gmail account and my EliApps account? Should I forward one to the other? Is there a way to sign into both at once?

There are a few different ways that you can handle your personal Gmail account and your EliApps account. There are benefits and drawbacks to each which you should understand and make your decision accordingly.

You may also be interested in the advantages of using an EliApps account over standard Gmail.

Forwarding: You can set your EliApps account to automatically forward your messages to Gmail. Doing so will consolidate all of your messages into a single account. From your Gmail calendar you will not be able to see the calendar events of other EliApps users for scheduling purposes, however, you would be able to invite them to your events. You would be able to cross-collaborate with EliApps users on shared Docs files.

Instructions for forwarding your EliApps mail to Gmail

Multiple Sign-in: If you'd like to be able to sign in to multiple accounts in the same browser, you can enable the multiple sign-in setting. This will allow you to sign in to more than one account using the same browser session. You can sign in to ten accounts at a time. Not all Google products support multiple sign-in, so the account you are using may change, so you need to be aware of the account that you are signed into at any given time. That account is generally listed in the upper right corner of your browser window.

Instructions for enabling multiple sign-in
Instructions for using multiple sign-in

Data Security & Privacy

How secure is data on Google servers?

We have every reason to believe that Google will take security seriously and our data will be just as secure as it is now.

Will Google safeguard individual privacy of our email and data?

Yes, Google will safeguard individual privacy of our email and data. In addition to the standard privacy practices that Google offers to all its users, Yale also has a signed contract with Google that guarantees privacy and confidentiality in ways that are analogous to the way Yale currently provides email services.

What does Google intend to do with the data, in addition to providing the contracted services?

Google asserts that Yale will retain possession of EliApps data. "Data mining" and vending ads are NOT part of the service package for EliApps accounts.

How is confidential/regulated data being treated on Google?

Employees who access, store or transmit electronic protected health information (ePHI) will not use Google; they will have YaleConnect (Exchange) email accounts.

Where will the servers that house my email be located?

Servers are housed in Google's data centers - Google does not disclose the exact locations of their servers for security reasons. The content of each email or document is spread around to several different physical data center locations so that in the unlikely event that one of Google's data centers is compromised, your data will still be protected. This is actually much more rigorous than the security of our existing service.

Can we use EliApps to share grades and other private data?

As long as appropriate care is taken in sharing information, EliApps may be used to store or transmit most information, including student grades and other information protected by the Family Educational Rights and Privacy Act (FERPA). When using EliApps to store or transmit FERPA-protected education records, you must use all the same precautions, including double-checking the address, that you used when storing or transmitting this information with your previous Yale email application.

EliApps may not be used to store or transmit files that contain Social Security numbers, Protected Health Information, or information governed by federal export-control laws.

Policies and regulations change, so be cautious. If you are concerned or have questions, please consult the Office of the General Counsel.

Miscellaneous

Why is Yale adopting Google Apps for Education?

Yale's adoption of Google Apps for Education is a positive step forward in reducing ITS operating costs while offering an expanded suite of collaborative tools beneficial to the Yale community.

Is Google providing this service to Yale for free?

Yes, Google is providing the service for free, although contractually Google can raise the rates or even stop providing the service with appropriate advance notice to Yale so that Yale can find alternative solutions. Bear in mind that Google doesn't have to provide the service "free" for it to be more cost effective than Yale providing the service. There are other vendors in the marketplace like Microsoft and Yahoo who will help keep the market prices balanced, but we're not locked into a "special" deal with Google as our only choice.

Will Google Apps for Education have Yale branding?

Yes, the Google Apps screens will be customized with the Yale brand. In addition, the service will be referred to as EliApps.

Will there be any ads or other commercial links displayed?

No, EliApps will not display any advertising or "recommended links."

Will Google be able to provide reliable and robust service?

Both by terms of service and by reputation we do not anticipate any change from the current level of service.

Will Yale retain the capability to investigate student misuse or abuse of their email account?

Yes, our capabilities will remain unchanged, although in a few nuanced and unlikely circumstances we will have less capability. We retain the ability to investigate what information is currently in a student's Yale email account but we may not have as much secondary information since less of the network traffic will occur on Yale's network.

Have other institutions moved student, faculty or staff email to Google?

Within the Ivy League, Brown, Cornell, and many of the professional schools at Harvard have moved to Google. Indiana, USC, Temple, Notre Dame, Arizona State University and the University of Wisconsin are also using Google Apps.

Will there be any significant changes to the IT Appropriate Use Policy (http://www.yale.edu/ppdev/policy/1607/1607.pdf)?

No, there will be no significant changes to the IT Appropriate Use Policy, users will be bound to the same standards.

How do we manage users who have non-disclosure (e.g. FERPA) restrictions?

Yale will maintain current standards and policies.