Google Workspace for Education

Google Jamboard is winding down

Google Jamboard will no longer be available after 31st December 2024. This will be across across Web, iOS, Android, and Google Meet devices, internationally, and is not Glow specific. Google have made this decision following feedback from customers that other whiteboarding tools have grown in capability and they have chosen to focus their resources on core content collaboration across Docs, Sheets, and Slides.

Timeline for the Jamboard wind down:

Until 1st October 2024 – Your Jamboard device and application will continue to function normally.

Starting 1st October 2024 – The Jamboard app will become view-only. You’ll no longer be able to create new or edit existing Jams on any platform, including the web, iPhone, iPad and Android.

After 31st December 2024 – You’ll no longer be able to access the Jamboard app or your Jam files.

Google will be working with other digital whiteboard suppliers on the migration of existing Jams onto these alternative platforms; however currently these platforms are subscription based. Google have suggested Google Slides or Google Drawings may be an alternative option to Jamboard in some situations

More details and a timeline can be found on the Glow connect website – HERE.

Please note that some of the products list on the Glow Connect or Google support pages are not approved for use in Moray and a DPIA would be required prior to use/account creation.

Changes to Google Additional Services for Staff Glow Accounts

From 1st February 2022 Education Scotland Digital Services are reversing some of the changes made in Sep 2021 which limited Glow accounts access to Google Additional Services such as Google Maps.

From 1st February staff Glow accounts will regain access to Google Additional Services; however learners will remain unable to access these products when signed into Glow. This is due to the age restrictions outlined in the T&Cs for these services. Please note it can take a few days until the change is rolled out across all accounts, so please be patient. To test if your account has been updated please access G Drive or Google Classroom before attempting to open an Additional Service like Google Maps. If you are able to open the Additional Service then your account has been updated, if not please give it a bit more time.

It is still recommended that Glow users do not link their Google account to other services which are approved for use, but use the sign up with an email option whenever possible.

Note: YouTube is still set to “Restricted Mode” and therefore cannot be accessed whilst signed in to Google with your Glow account. This may be reviewed later in the year. More information about Google Additional Services available on Glow Connect here.

Google Drive Links

Google are making an improvement to how sharing links from Google Drive work. A security update is being applied to sharing links for older files in Google Drive to make them more secure by adding a resource key. Newer files already have this key as part of their link.

This update will automatically add a resource key to sharing links for these older files. Once the update has been applied to a file, anyone who hasn’t previously viewed the file will have to use the new URL containing this resource key to gain access. Anyone who has viewed these files before or has direct access (i.e. signed into a Google account that the document is directly shared with) will not need the new url with the resource key included to access the file and will be unaffected.

Google will begin work from 13th September to automatically update these links. The update should finish by the end of September 2021.

Following these updates, if someone attempts to use an old link they can request access and the owner will get an alert to inform them of this. File owners will have the opportunity to remove the update through an option in the notification email from Google. This means that if a link is widely shared, for example a form for parents that is used every year, the update could be removed so that new visitors or anyone else without direct access could use the old link without having to issue an update to all to give the url with the resource key included. If a user does not take any action following the notification, they can still change sharing settings at a later date, reissuing the new link or directly sharing with other users.

We would therefore recommend that users check any previously shared files to ensure they are shared appropriately. As mentioned this only affects older files for anyone that does not have direct access and has not previously used the link so this update is not expected to have a significant operational impact.

Accessing Google Additional Services with your Glow account.

You may have seen announcements that Google are making changes to their approach to Additional Services from 1st September 2021. To clarify the situation for Glow users, Additional Services include YouTube, Google Earth and Google Maps have been switch off in Glow since 2019. This is due to requirements for consent on the collection and use of personal data obtained in connection with Additional Services. You will not be able to access these services using your Glow Google account.

As the services don’t require users to be signed in this should not be an issue, but may require users to ensure their browser is not signed in with their Glow credentials before they try to access these services. This can be checked by clicking on the user icon in the top right corner of the browser. The user icon is a circle that may have a profile picture, letters or a silhouette dependant on the account being used. Using an incognito or private browsing window will solve most access issues or signing out of the account.

As a reminder if you are signing up to any resource outside of Glow you should not select the option to use your existing Microsoft or Google account. You should select the sign up with email option and from there you can use your Glow email address, as long as the resource you are signing up for is an approved digital tool. Remember to check the RAG list in the weekly bulletin before creating any new accounts.

Glow Update – Password reset, potential copyright infringements, Google Meet and SharePoint

Glow Password Change Reminder

The national learner Glow password reset began on the 24th August and staff will be prompted to reset their passwords from 7th September. Please note you will be prompted to change your password on login so no action is required prior to this.

It is recommend that staff encourage, where possible, learners to update their passwords to ensure they know them in the even of a local lockdown or requirement to learn remotely. As part of the password reset we would encourage everyone when they are updating their password to review the Glow Community Rules .

For full detail on the password reset and advice on setting up strong passwords see our previous blog post – here or visit Glow Connect – here

Changes to Google Meet functionality for external guests

Google have made some changes to the G Suite for Education offering within Glow which impacts staff’s ability to conduct Glow Meet sessions with non Glow users. Full details on how this could affect meetings with external guest (non Glow users) can be found in our previous blog post – here

Storage and publishing of Copyright Material in Glow

Education Scotland have reported that they have received concerns from publishers and content providers that some Glow users in Scotland may have contravened copyright legislation by storing or publishing non-licensed materials through Glow. This included the posting entire books on publicly available websites/social media. While it is recognised this was done with the best of intentions to assist in teaching and learning it does contravene copyright regulations.

Please be aware copy written materials should not be published or shared on blogs, Google Sites or social media without a license or permission to do so. Unlicensed materials should not be stored in Glow if they fall outside of the fair dealing requirements which allow extracts of licensed material to be used for “giving or receiving instruction”.

More details can be found in our previous blog post – here on the content providers website or the CLA (Copyright Licensing Agency) website – here

Moray Glow SharePoint Site Updates

Following an audit of the Moray Glow SharePoint site we have identified a large number of document storage sites which have no content in them and have not been accessed in the last 12 months. These sites will be made read only from 31st August and deleted during the Autumn holiday. If you wish to retain any of these sites contact details will be posted at the top of each site with instructions on what action is required. This is the initial phase of a larger SharePoint project intended to create a more user friendly document storage space, the design of which will allow for flexibility, security and longevity.

What Glow should be used for?

The Digital Learning Team are receiving increased requests and queries with regards to creating Glow accounts for non-teaching/non education staff, the storage/sharing of sensitive information through Glow and allowing external users to collaborate using application accessed through Glow, such as Teams. We would like to remind everyone that Glow’s remit is as a tool to enable learning and teaching with stringent guidelines on account eligibility. Non Glow users can not be added to Teams or access SharePoint sites. More details on what constitutes appropriate uses of Glow can be found here – Glow Appropriate Use .

Changes to Google Meet functionality for external guests

Google have made some changes to the G Suite for Education offering within Glow which impacts staff’s ability to conduct Glow Meet sessions with non Glow users. Following the update staff will only be able to conduct face to face video meetings via Google Meet in Glow with users who are signed into Google with either their Glow Google account (@my.glow.scot) or a recognised Google account. This means that Google Meets can no longer take place with users who were previously joining with other types of email accounts (hotmail, outlook, or moray.gov.uk) or joining the meeting by entering a display name prior to joining.

External guests can still join Google Meets, but they will have to be signed into a Google account to do so. This will mean that the host will see the user name and email address when the guest tries to join the Meet rather than the name they had typed prior to joining.

Please note Google Meet is not enabled in Moray to allow learners to participate in face to face online sessions when accessing Google Meet via their Google account in Glow.

Answers to the top 10 questions Learning Technologists get asked everyday about Glow

TEAMS

Teams is telling me to download the app, do I have to?

No, you can use Teams in your internet browser, Chrome works best. Teams will suggest you download the app, which is free and does have some additional features for video conferencing; however it is not available on school computers and is not required. When working/learning at home you can chose to use the app on your own device if you have permissions to do so.

I can’t chat 1 to 1 with my teacher/learner in Teams, it says this feature is disabled by the administrator can you switch it on?

The chat function in Teams for learners is disabled nationally within Glow and can’t be switched on locally. Discussions are taking place with Education Scotland, Glow Key Contacts and RM Unify who operate Glow. Any changes will be communicated. Questions you do not wish to post inside the Team should be sent via your Glow email.

I can’t see my pupils when I am doing a video conference meeting in Teams, can you switch it on?

The video is disabled for learners nationally within Glow and can’t be switched on locally. Discussions are taking place around two way video conferences with learners and any changes will be communicated.

GOOGLE CLASSROOM

I have tried to email a learner/teacher in Google Classroom and its says it disabled by the administrator, can you switch it on so it will work?

Gmail is disabled for all Glow users nationally, so any emails regarding learning should be sent via your Glow Outlook email address. Any notifications from G Suite products will be forwarded automatically to your Outlook email account.

I can’t see my pupils when I am doing a video conference meeting in Google Classroom via Google Meet. It says it’s disabled by the administrator, can you switch it on?

Can I use Microsoft Word/Excel/PowerPoint with Google Classroom?

Yes, but these documents will have to be added as attachments. The default programmes used to create new documents within Google Classroom are part of the G Suite such as Doc, Sheets and Slides.

GENERAL

I am being asked to enter my Microsoft account details when I try to get into my email or other Office 365 applications, what do I enter?

When you see the Microsoft sign in pop up box you need to enter your full Glow email address. Your Glow email is your user name followed by @glow.sch.uk for school users or @glowmail.org.uk for non school users.

When I am trying to use Glow sometime I get an error saying my browser does not support the action, what do I do?

When using Glow it is best to use Chrome as your internet browser. Some applications accessed within Glow are not comparable with other browsers such as Firefox or Internet Explorer. It is also worth ensuring that your browsers is update with the latest version of the software.

I have forgotten my password, how to I get it reset?

Contact the school in the first instance and they will be able to reset your password.

Can I use [insert product name] now that we are teaching/learning remotely?

The same data protection procedure is in place even when working remotely and only approved software, apps and websites should be used. If you wish to use a new product a DPIA form will be required to review the product prior to use.