FREQUENTLY ASKED QUESTIONS
Google Core and Additional Services Resource Hub

What are Google Workspace Core Services?

After districts sign up for Google Workspace and execute an agreement with Google, school districts can leverage Core Services, such as Classroom, Google Forms, Google Meet, Gmail, Google Calendar, Google Docs, Google Slides, Google Sheets, Google Drive, Google Chat, Google Contacts, Vault, and Chrome Sync. Use of these services is compliant with New York State data privacy and security laws via the terms of the Google Workspace for Education Data Protection Agreement that was negotiated by Erie 1 BOCES.  Districts are able to procure Google Workspace Standard and Plus editions through their NYS Regional information Center (RIC) with the protections of the Erie 1 BOCES Master Service Agreement which includes the negotiated Data Protection Agreement. Districts using the free version of Workspace, Fundamentals, can sign the related opt-in agreement, through their RIC, to participate in the service with those same data  protections. Districts also have the opportunity to procure the Google Gemini add on which allows for additional features through Google Gemini Education or Gemini Education Premium. 

Google account administrators can access a list of Core Services in the Google Admin Console.  As the account administrator leverages this list, it's important to be aware that there is a button available to “Add Services”. Services accessible using this “Add Services” button may or may not be Core Services and the administrator should review each service offering to support decision-making related to use and access.    

There is also a public list of Core Services.  When leveraging the public list, please be aware this site is relevant to different agreements and sectors, and as a result, the page should be reviewed in entirety.  Not all services listed on the page are included in the Workspace for Education agreements, and there are three different editions of Education Services.  Additionally, there are Workspace Add-Ons.  

Finally, to support the NYS education sector in efficiently reviewing the public list, the RICs developed a Core Service Overview Resource.

What are Google Additional Services?

These services are consumer-focused products and as a result are not designed to meet the student data privacy standards required by NY State. A school district or BOCES account administrator can control access to Additional Services, such as YouTube, Maps, Translate, and more.  While account administrators can provide users with access to these services, it's important to remember these services are not covered by the agreement negotiated by Erie 1 BOCES.  Google is unable to execute a DPA that includes the Additional Services. Please be advised that the prohibitions against the use of the Additional Services do not relate to a teacher’s use.  Given this distinction, there are pathways and solutions that may allow districts and teachers to continue their use of some of these services. If your district or BOCES turns on Additional services for staff, employees should be reminded not to share any student and/or other protected data with Google when leveraging Additional Services.  Google account administrators can access a list of Additional Services in the Google Admin Console.  There is also a public list of Additional Services.   

Which services are covered under the Google Workspace for Education Services Data Privacy Agreement?

The Erie 1 BOCES negotiated DPA, which is available to districts through the Regional Information Centers Contracts Consortium, incorporates All Editions of Google Workspace for Education Services.  Specifically, Google offers:

• Google Workspace for Education Fundamentals (A Free Edition that Includes Optional Purchased Add-Ons)

• Google Workspace for Education Standard (A Paid Edition that Includes Optional Purchased Add-Ons)

• Google Workspace for Education Plus (A Paid Edition that Includes Optional Purchased Add-Ons)

As explained in more detail under "What are Google Workspace Core Services?", there is a public list of Core Services that districts and BOCES can review to learn more about what is included in each Edition.  Additionally, to support the NYS education sector in efficiently reviewing the public list, the RICs developed a Core Service Overview Resource.

Is a Data Protection Agreement (DPA) being negotiated that encompasses Google Additional Services?

Google is unable to execute a DPA that includes the Additional Services.  As the company is not able to negotiate a DPA, districts need to discontinue student use and/or the sharing of student data with Google Additional Services.  Please be advised that the prohibitions against the use of the Additional Services do not relate to a teacher’s use.  Given this distinction, there are pathways and solutions that may allow districts and teachers to continue their use of some of these services. 

Additional Services

• Overview:  These are services that account administrators have the option to turn on through the Google admin Console.  These services are explained in more detail under "What are Google Additional Services?"

• Data Privacy and Security Details:  There is not a DPA for Additional Services. As a result, student use and/or the sharing of student data is not permitted by state law.

Google Chrome Extensions 

• Overview:  These are tools that extend and/or customize the Google Chrome browser. 

• Data Privacy and Security Details:  There is not a DPA that covers all Chrome Extensions.  Students may be able to use some extensions, as not all extensions use PII.  Districts should review the Privacy Information about these tools in the Extensions section of the Chrome Web Store, on the provider’s website, and/or through outreach to the provider. 

Google Workspace Add-On

• Overview:  These are subscription based services Google offers such as Gemini Education and Google Voices Services. 

• Data Privacy and Security Details:  A DPA for Google Workspace for Education, that includes certain Add-ons, is available to districts through the Regional Information Centers Contracts Consortium managed by Erie 1 BOCES.

Google Workspace Editions

• Overview:  These are subscriptions to the Google Workspace Core Services such as Fundamentals, Standard, or Plus.  These Editions are explained in more detail under "Which services are covered under the Google Workspace for Education Services Data Privacy Agreement?"   

• Data Privacy and Security Details:  A DPA for Google Workspace for Education is available to districts through the Regional Information Centers Contracts Consortium managed by Erie 1 BOCES.

Google Workspace for Education Core Services

• Overview:  These are services that are designed to help users create, communicate and collaborate.   These services are explained in more detail under “What are Google Workspace Core Services?”

• Data Privacy and Security Details:  A DPA for Google Workspace for Education is available to districts through the Regional Information Centers Contracts Consortium managed by Erie 1 BOCES and includes the Core Services associated with all Editions of Google Workspace for Education.   

Google Workspace Marketplace Apps and Add-ons

• Overview:  These are applications that extend Google Workspace Services.  These apps help users automate tasks and use Gmail, Google Docs, Sheets and more.

• Data Privacy and Security Details:  There is not a DPA that covers all Marketplace Add-ons.  Students may be able to use some Add-ons, as not all Add-ons use PII.  Districts should review the Privacy Information about these apps in the Google Workspace Marketplace.

Is obtaining Parent Consent a viable path to utilizing Google Additional Services with students in NY State?

There is currently no provision in NY State Education Law 2-d or the accompanying regulations to allow Parent Consent to override the need for a school district/BOCES and a vendor to execute a Data Protection Agreement (DPA) that complies with the state's law.  While Google has stated that Parent Consent is required for students under 18 to access Additional Services, obtaining Parent Consent would only satisfy Google's own Terms of Service and would not meet or bypass the requirements under NY State Law. As such, these services cannot be used by students in NY State school districts and BOCES without a DPA that complies with NY State Laws and regulations.

Does our district/BOCES need to attain Parent Consent, if a student uses Google Workspace Services? 

Districts and BOCES are not required to obtain consent from parents for Google Workspace Core Services. 

When is Google’s deadline to confirm Parent Consent related to students' use of Additional Google Services?

Districts need to discontinue student use and/or the sharing of student data with Google Additional Services. While Google has established a March 2025 deadline, use of Additional Services between now and March 2025 is not permitted by state law.  Districts and BOCES should consult with their attorneys if they have questions about student and/or staff use of Additional Services.      

What happens if a district does not re-confirm Parent Consent?

Additional Services should not be turned on for students.  Once the March 2025 deadline has passed, any Additional Google Services that have not been re-confirmed for users under 18 will be automatically blocked.  Students will see a message that service is unavailable. Districts can test this by navigating to an Additional Service which the district has turned off.  Districts and BOCES should consult with their attorneys if they have questions about student and/or staff use of Additional Services.      

Are staff able to use Google Additional Services?

Districts and BOCES can continue to make Additional Services available to staff members.  If districts choose to make these resources available to teachers, there are pathways and solutions that will allow educators to utilize aspects of Additional Services for instructional benefit.  Teachers should be reminded not to share any student and/or other protected data with Google when leveraging Additional Services. Districts and BOCES should consult with their attorneys regarding holistic decision-making related to Google services and the related service agreements.  

Can staff use PII within Additional Services?

Teachers may not enter any student and/or other protected data into Additional Services.  Please advise educators that they should never enter sensitive or confidential information into a technology platform, if a data privacy agreement (DPA) is not in place that includes standard Education Law 2-d and FERPA protections. 

Can students still utilize the Google Search Engine to perform internet searches?

The Google Search Engine is not an Additional Service. Disabling the Additional Services with “Search” in the title, including Search and Assistant and/or Google Search Console (GSC), will not affect students' ability to perform internet searches utilizing the Google Search Engine.

Can students who are 18 or older access Google Additional Services, such as YouTube, through their school accounts?

No. Under New York State Education Law 2-d, student data cannot be used for commercial or marketing purposes, regardless of whether the student is under or over 18. Google has stated that many of its Additional Services, including YouTube, collect and use personally identifiable information (PII) for these purposes, making them non-compliant with state privacy protections.

When a student turns 18, they become an "eligible student" under FERPA and Education Law 2-d. However, just as a parent cannot override these legal protections, an eligible student also cannot waive or opt out of them. As a result, districts cannot grant access to Google Additional Services that do not comply with these privacy laws.

GOOGLE EARTH

Can teachers continue to use Google Earth to support student learning?

Teachers can continue to use Google Earth for group instruction (e.g., displaying content on an interactive classroom display). However, students will not be able to access Google Earth when signed in with their school Google Workspace for Education accounts or when using school-issued Chromebooks. Similar mapping tools may be available for student use.  To learn more about complying with Education Law 2-d, review the related question above (“Are staff able to use Google Additional Services?” ).  To learn more about teachers' use of this Additional Service, districts are encouraged to access training and support from their local Model Schools Program.

GOOGLE GEMINI SERVICES

Can students use Google Gemini services?

The Gemini App is now a Core Service and available in all Google Workspace for Education editions (Fundamentals, Standard, or Plus) for use by all users 13 years of age or older. Districts should still review their settings and policies to ensure appropriate access.

In the Google Admin Console can the different Gemini options be disabled and enabled based on preference? 

Google account administrators have the ability to turn services on and off, including Gemini App and/or Gemini Add-ons.  To learn how to turn on Gemini App, use this resource.    

TRANSLATE

Can staff still use Google Translate to support student learning and family communication needs?

Staff can continue using Additional Services, including Google Translate, to support certain needs.  Teachers may not enter any student and/or other protected data into the Additional Service.  Additionally, it is helpful for educators to be aware that students will still have access to built-in translation tools in Google Docs, even after these Additional Services are disabled.  To learn more about complying with Education Law 2-d, review the related question above (“Are staff able to use Google Additional Services?” ).  To learn more about teachers' use of this Additional Service, districts are encouraged to access training and support from their local Model Schools Program.

If a user types translate into Google’s Search Engine, a small widget appears.  Can students use this tool?

Students can use this tool, as it does not pass PII to the Google Translate service.

YOUTUBE

Can teachers still use YouTube to support student learning?

Teachers can use YouTube for whole-class instruction and can embed specific videos for individual student viewing. Students, however, cannot directly visit YouTube.com when signing in with their school Google Workspace for Education accounts or using school-issued Chromebooks. They will still have access to embedded videos through district-approved platforms such as Google Classroom, Google Slides, EdPuzzle, and other instructional tools. To learn more about complying with Education Law 2-d, review the related question above (“Are staff able to use Google Additional Services?” ).  To learn more about teachers' use of this Additional Service, districts are encouraged to access training and support from their local Model Schools Program.

Why are students not using an Additional Service if they are accessing YouTube content via a Core Service?

When students access a video embedded in Google Classroom, Google Slides and/or certain products developed by vendors, there is no communication back to YouTube of the user identity as the user is not logged into YouTube.  Turning YouTube off for students turns off the ability for a student to go to YouTube.com and search for a YouTube URL.  

Can students access video content housed on the YouTube platform that is embedded in purchased products (example products include Edpuzzle, Xello, and Nearpod) without using the YouTube Additional Service?

Google recommends users test these products in their domain with Youtube off for students.  When students access a video embedded in Edpuzzle, Xello, Nearpod and other platforms, there is no communication back to YouTube of the user identity as the user is not logged into YouTube.  Turning YouTube off for students turns off the ability for a student to go to YouTube.com and search for a YouTube URL.

Can students access YouTube videos embedded in a PowerPoint Presentation?

When students access a video embedded in Google Classroom or Microsoft 365 Apps generally the functionality is similar. Google recommends users test products with YouTube off for students.   

There are many workarounds that are floating out there for how to allow students access to YouTube. Are any "approved" by Google? 

Workarounds inevitably provide broader concerns and Google does not recommend their use. For example, Google does not recommend blocking YouTube cookies in order to allow a user to access YouTube in a signed-out state.  This exposes comments on videos which may not be appropriate for education. Using the DNS filter for YouTube restriction in conjunction with blocking cookies still exposes such comments.

Can students go to YouTube.com and perform searches for video content if they are not logged in?

Google has advised districts not to use workarounds.  The company has intentionally configured students’ access to be blocked when age-based settings are appropriately setup.  Do not set up kiosks or use certain devices to allow students to access YouTube.com and search without an account or without logging into the service.  Also, keep in mind that the protection of student data is only one concern related to YouTube.  For example, districts leveraging workarounds are likely to encounter increased risks associated with students' potential access to inappropriate content and comments. 

Is YouTube Kids a suitable option for school districts?

While YouTube Kids may not collect Personally Identifiable Information (PII), the potential for students to enter adult birthdates and bypass its intended age restrictions necessitates careful consideration by school district administrators. Despite not being a direct Ed Law 2-d concern, YouTube Kids' use should not be taken lightly. Instead, any use of this platform must be evaluated, monitored, and supervised by school administrators as rigorously as any other website, with a particular focus on preventing and addressing student access via improper means.

BOOKMARKS

Without Google Bookmarks available, are students still able to bookmark or save website URLs for later use?

Google Bookmarks is an Additional Service that synchronizes saved website URLs to a user’s account, making them accessible from any device. When this service is disabled, students can still bookmark websites for personal use, but their bookmarks will be stored only on the specific device they were created on. Disabling Google Bookmarks does not prevent technology leaders from distributing district-wide “managed bookmarks” (for example, district websites, email portals, or student management systems) to users.  Additionally, teachers can compile classroom-specific links and share them with students through Google Classroom or other learning management systems.  To learn more about complying with Education Law 2-d, review the related question above (“Are staff able to use Google Additional Services?” ).  To learn more about teachers' use of this Additional Service, districts are encouraged to access training and support from their local Model Schools Program.

CHROME WEB STORE

If students are using Chromebooks how can a district push approved extensions with the Chrome Web Store turned off?

The Chrome Web Store Additional Service only needs to be on if school districts allow users to install extensions. Districts can force install extensions by OU or group. If the account administrator would like to give users the ability to select and install extensions with the Chrome Web Store off they can assign extensions to Google Groups as force install. Configure the group with communication settings turned off, and allow the users in the Workspace to join themselves. The groups can be advertised on a website for users to self join.

GOOGLE BOOKS

Can districts continue to use Google Books?

Google Books is an Additional Service.  After turning this service off for students, districts can continue to use Google Books. The service can be turned on for staff and shared via a Google Classroom Add-on.  To learn more about complying with Education Law 2-d, review the related question above (“Are staff able to use Google Additional Services?” ).  To learn more about teachers' use of this Additional Service, districts are encouraged to access training and support from their local Model Schools Program.

GOOGLE GROUPS

What is the difference between Google Groups and Google Groups for Business? 

Google Groups for Business is a Google Workspace Core Service and can be used in compliance with Education Law 2-d.  It allows end users to communicate using collaborative groups, and Administrators to configure features and services for different groups of end users.  Google Groups is an Additional Service.  Google Groups has features to support public discussion groups. With Google Groups off, students won’t be able to join groups outside of their school’s domain.  Google Groups for Business will support the usage of internal groups.

GOOGLE PLAY STORE

If students are using Chromebooks how can a district push approved apps with the Chrome Play Store turned off?

A school district can still deploy approved apps to student Chromebooks even if the Chrome Play Store Additional Service is disabled. By managing app deployments through the Google Admin console, administrators can select and install specific apps for students without granting them direct access to browse or download from the Play Store.

Can districts run Additional Services using a Chromebook in a kiosk mode?

Districts cannot run Additional Services using kiosk mode.  Kiosk is for localized applications such as testing applications which work on devices and push information to the cloud. Additional Services work in the cloud and rely on user identity to operate.

What steps should NY State school districts and BOCES take to appropriately manage Google Additional Services?

NY State school districts and BOCES should review all users and groups in their Google Admin Console to determine which users have access to Additional Services, as well as the Age-based Access settings assigned to those users. Access to Additional Services should be removed from all student accounts, as the company has not executed a Data Protection Agreement (DPA) with your school district that includes terms required by the state's student data privacy and security law.

How can our district or BOCES verify that students, teachers, and other staff have the appropriate access to Google Workspace in the Admin Console?

Districts should place students, teachers, and staff into separate organizational units (OUs) within the Google Admin Console and then regularly review both OU settings and group memberships to ensure compliance with district service availability and our state student data privacy law. Verify that each OU grants the appropriate level of access for the assigned roles. For further assistance configuring these settings, contact your local Regional Information Center (RIC) or refer to Google’s official documentation on organizational structures. There are resources available to support account administrators in implementing Age-based Access.

Does our district or BOCES need to disable Additional Services at the domain level for students, or can we disable certain organizational units (OUs)?

The best practice is to place students in organizational units (OUs) that are separate from staff. This allows account administrators to disable Additional Services for the student OU while leaving these services enabled for the staff OU.

Can districts delete certain data?

Districts can delete data in their environment. Deleting a user account will delete all the user’s data permanently after 21 days.  

How can Additional Services data be deleted?

It is likely this data cannot be deleted. There is no federal or state law that gives citizens the right to data deletion.

What resources are available to help districts and BOCES effectively communicate with teachers and staff about Google Services?

A sample communication is available.  This communication can be used to inform staff about the recent notices from Google and NYSED.  It also provides information about Google services that can be used by students and services that can be used by teachers.  Districts and BOCES should customize the language in the template to address local needs.