The University of Sheffield is transitioning over 25,000 students and 6,500 staff to Google Apps for Education due to demands for more data storage, easier access to systems, and improved communication tools. The existing email and storage systems were limited and inflexible. Phase 1 focused on moving students to GAFE, while Phase 2 transitioned staff. Workshops, online trainings, and campus events helped drive adoption of the new tools which include Gmail, Drive, Calendar, and Hangouts. While Google Apps offer benefits, there are also considerations around perpetual technology changes, academic writing needs, and the potential to move platforms in the future.

1. a.tattersall@shef.ac.uk
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Because Google do it better

4. The University of Sheffield
Over 25,000 students 6,500 staff
Who demand more…and will continue to demand
Data storage, ease of access, better hardwearing systems
(calendars & Email), communication tools, social
platforms.
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5. Problem
• Existing student email – poor interface, prefer to use
their own personal email address.
• Staff using external tools like Dropbox to store files.
• Small inflexible file storage – students 200mb, staff
not much more.
• Data back up limited and unpredictable
• Lack of social and Cloud based applications on
campus
• Existing applications inflexible, dated and costly
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Copyright University of Sheffield
Phase 1 - Students

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Phase 2 - Staff

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9. ScHARR's Journey
2006 Used Sketchup to redesign ScHARR Library

10. 2007 Started the ScHARR Library Blog

11. 2009 - HEDS Conference Calendar Launched

12. 2009 Launched ScHARR Library YouTube Channel

13. 2010 Moved our enquiry desk form to Google Forms

14. Insanity is doing the same thing over and over again and
expecting different results." Albert Einstein
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2011....we ALL took the plunge

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http://en.wikipedia.org/wiki/Diffusion_of_innovations
Diffusion of Innovation

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The Gartner Hype Cycle
Source: Gartner (August 2011)

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ScHARR and Faculty 2 hour ‘hands on’ workshops
ScHARR and Faculty 20 minute Bite Size sessions
Google screencasts for staff and students
Online Google webinars and Hangouts
University of Sheffield events

22. Paper - Slam!
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23. Calendar of Events
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Teaching: Sites, YouTube, Blogger, Calendar
(appointment slots), Groups, Google+ Events/Community,
Drive
Research: Sites, Blogger, Scholar, Calendar (of events),
Drive, YouTube, Google +
Library: Calendar (appointment slots), Sites, Blogger,
Scholar, Drive (enquiry forms), YouTube, Google+
Admins: Groups, Contacts, Calendar, Drive

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The tip of the iceberg
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Changing old habits
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28. £30 Goes a long way these days

29. The Hive Community
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31. Disclaimer
In a Google Hangout On Air.....
Everyone can see you scream
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32. Considerations
• Google Reader (Not part of the GAFE agreement)
(Apps Off/On)
• Perpetually changing technology environment
• Staff uptake
• Moving to another platform (uSpace)
• Academic/report writing (CWYW, large documents)
• Spread sheet limitations
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