Scarlet Apps powered by Google
Frequently Asked Questions
GENERAL
SECURITY & PRIVACY
EMAIL, CALENDAR & MOBILE

GENERAL

What is Google Apps for Education?
Google is currently offering schools a hosted solution for their email, calendar, and chat through Google Apps for Education, our integrated communication and collaboration solution. Additionally, you can complement the core suite to meet your users' needs, with access to dozens more Google applications.

Google Apps Education Edition includes:

  • Gmail: Email storage and search tools that help students find information fast and instant messaging from right inside their accounts.
  • Google Calendar: Students can organize their schedules and share events and calendars with others.
  • Google Talk: Students can call or send instant messages to their contacts for free anytime, anywhere in the world.
  • Google Docs: Share documents, spreadsheets, and presentations. Collaborate in real-time with their team or with their whole school. Students can publish final documents to the entire world, too.
  • Google Sites: Work together to keep related documents, web content and other information in one place, on one site.
  • Google Video for education: A video hosting and sharing solution that enables schools and other organizations to use video as an effective medium for internal communication and collaboration.

What is Google Apps for Education @ Rutgers?
As a result of university wide student input, the Office of Information Technology (OIT) now provides Google Apps for Education for all students, faculty, and staff. The Google Apps for Education suite offers outstanding communication and collaboration tools that can enrich the university experience for faculty and students. Rutgers' provisioned and managed student Gmail accounts that will eventually replace the current student email systems on all campuses. The Rutgers implementation is called ScarletApps. The Rutgers Google Domain is called scarletmail.rutgers.edu. The service is hosted by Google in partnership with Rutgers. For a current list of available ScarletApps, go to http://scarletmail.rutgers.edu/index.php?page=available_apps.

How do I activate my ScarletApps service?
To activate the ScarletApps service you will need to first active a NetID and password. If you do not have an active NetID please go to:

http://netid.rutgers.edu and click NetID Activation.
During the NetID activation process you will have the option of activating the ScarletApps service.

If you have previously activated your NetID and simply want to to activate the ScarletApps service go to:

http://netid.rutgers.edu and click Service Activation.
You will be asked to log in with your NetID and password. From the list of services select ScarletApps an click on Activate Services.

How do I access my ScarletMail account and all the ScarletApps services?
To access ScarletMail via a web browser, go to http://scarletmail.rutgers.edu.  To login, use your NetID and password. 

To protect Rutgers students, we require a separate password for access to ScarletApps for non browser-based services such as mobile devices and desktop clients (e.g. Outlook, iPhone, Blackberry, library kiosk, etc.) This password is referred to as your ScarletApps Mobile/IMAP/POP Password.  For directions on creating or changing your ScarletApps Mobile/IMAP/POP Password, go to the "EMAIL & MOBILE" section of the FAQs.

Why Gmail?
This project was initiated as a result of university wide student input. Other free, hosted email solutions that were able to support the Rutgers student constituency were considered such as Microsoft Live@edu, Yahoo, etc. Gmail was selected because of its extensive suite of applications and its success at many other universities.

Who is eligible for the ScarletApps service?
Any active student, faculty, or staff member can setup the ScaretApps service. 

Will faculty/staff email be included in the Google project?
At this time, there are no plans to replace faculty/staff email with ScarletMail, however any faculty or staff member can create a ScarletMail account.

What email options will students have moving forward?

  • ScarletMail is the recommended email service for all new students.
  • The legacy student email systems (Clam/Eden/Pegasus) will be decommissioned on July 1, 2014. Other non-email student services provided by these systems will continue to be supported.
  • Students involved in research that may need Rutgers hosted email services due to privacy/security concerns will be accommodated with a local service.
  • Students can change their Rutgers email address or enter a personal email account by going to http://netid.rutgers.edu and clicking on Manage Email Addresses.

What if a student already has a personal Gmail account?
Students can continue to use their personal Gmail account. A ScarletMail account is a separate account that does not affect existing Gmail accounts. The advantage of the ScarletMail account is 25 gigabytes of storage, in an ad-free environment that maintains your Rutgers identity through your email address.

The difference is mostly on the look and feel of the applications. Behind the scenes, Google also delegates control of Rutgers Google Apps and user accounts to Rutgers system administrators.

What will happen to my old Rutgers (Clam/Eden/Pegasus) email account?
At this time, nothing will happen to your Rutgers email account. After you have begun using your new Gmail account, you will still be able to access the email stored in your Rutgers account. Please note that Clam/Eden/Pegasus email will be decommissioned on July 1, 2014.

Are ScarletApps accounts required for all students?
Email from Rutgers is sometimes tagged as spam or blocked by external email service providers. For this reason, Rutgers requires you to have a ScarletMail account where all official Rutgers email can be delivered. Other email accounts can be added as additional delivery addresses, but the ScarletMail account can not be removed as a delivery address.

If you are a Student in a program and you have access to personal health information you may not be able to set ScarletMail as the Official Rutgers Delivery Address . In cases like this your Department will supply you with an additional email account that you may use.

Can I request my ScarletMail Account be removed?
While you are registered as a student, you cannot request that your ScarletMail account be deleted. You must have a ScarletMail account as one account where official email is guaranteed to be received.

Can I transition my student organization account to ScarletApps?
We are not transitioning student organization accounts at this time.  Clam/Eden/Pegasus will still support student organization accounts, although student organizations are welcome to use any of the ScarletApps services for their organization's needs.  For more information regarding the different options available, please contact your local Campus Computing Help Desk (see contact information below).

What are the Policies or Terms of Service for the Google products and services I use?
All of the products, applications, and services used in the ScarletApps at Rutgers environment are subject to the University’s Acceptable Use Policy (AUP) and Google’s Terms of Service for that product.

Rutgers University Acceptable Use Policy
Google's Terms of Service

Individual products, applications, and services may have supplemental terms of service applied in addition to Google’s general Terms of Service.  These supplemental terms of service can most often be found by selecting the link on the bottom of the page for that product under the heading Terms and Policies.

If there is ever a conflict between the Google’s Terms of Service and the Rutgers AUP, the Rutgers AUP takes precedent.

Why are Google Apps for Education @ Rutgers slightly different from similar services that are provided by Google publicly?
The difference is mostly on the look and feel of these applications. Also, Google also delegates control of the Google Apps for Education @ Rutgers and user accounts to Rutgers. Rutgers has not enabled all applications available to users.  For a current list of available ScarletApps, go to http://scarletmail.rutgers.edu/index.php?page=available_apps.

Are there training resources available for Google Apps for Education?
http://scarletmail.rutgers.edu/index.php?page=training_resources

How can I submit a request for a Marketplace App to be added to the current suite of ScarletApps?
You can submit a request by filling out the form at: https://docs.google.com/a/scarletmail.rutgers.edu/spreadsheet/viewform?formkey=dHFEMmN2dDE4VVFGd1RLUWhocWd6S1E6MQ#gid=0

What is Google Drive?
With Google Drive, you can securely upload any file or folder to the web and access the most up-to-date versions of those files from anywhere. You can access Google Drive in your web browser and you can also download the Drive application to your Mac, PC, Android or iOS devices to seamlessly access files across any of these devices (Note: You can only connect to one Google account using the downloaded Drive application). The Google Drive online interface looks similar to today's Google documents list with a number of improvements, including new ways to organize your files and enhanced search functionality.

Each user will have 5GB of included storage space for their Google Drive.
Please note that ScarletApps users will not have the ability to purchase additional storage.

For more information on Google Drive, please visit http://drive.google.com/start or the Google Drive Help Center http://support.google.com/a/bin/topic.py?hl=en&topic=2490075.

How long can I keep my ScarletApps account?
The ScarletApps services provides a lifelong connection to the Rutgers community. Students, faculty, staff, and alumni all have access to the ScarletApps services. Note: Alumni have to activate the ScarletApps service while they are active students or within one year of their graduation.

SECURITY & PRIVACY

Will my personal information be shared with anyone outside of Rutgers?
Please refer to Google’s Privacy Policy for more information.

How will you handle spam and viruses?
Google filters for viruses and spam before delivering the message; please see Google's information on spam filters.

Who owns the intellectual property rights?
Although data will be stored by Google, Rutgers retains all intellectual property rights of its data.

Some of my emails contain confidential material. How will you maintain email privacy?
Google maintains Privacy Policies for each of its applications. For a complete list and access to each of these policies, please visit Google's Privacy Center. However, confidential or sensitive information should NEVER be sent through email.

Is email a secure form of communication?
Sensitive information should NEVER be sent through email. We advise against sending sensitive information via email for the following reasons:

  • Email could be intercepted and accessed by an unauthorized party
  • Email could be shared inappropriately by the recipient
  • Email could be compromised for as long as it is retained by you or the recipient
  • There are no retention controls over the recipient's system
  • Accessing your email over an insecure network (i.e., Internet Cafe or open wireless network) can expose your user account information
  • Although encrypted connections can mitigate the risks of having ones' authentication credentials compromised, email itself is still plain text when traveling between the sender and the recipient and can be easily intercepted
  • Regardless of the provider, email is not a secure method of communication. This applies to our current campus email systems as well as most third-party email providers

What constitutes sensitive information in the context of electronic communications?
Sensitive information is information such as Social Security numbers, driver license numbers, credit card information, medical/health conditions, etc... None of this information should be sent via email, regardless of the email provider. As a general rule, privacy experts advise to consider whether it would be appropriate or desirable for the contents of the email to appear in a public forum (e.g., newspaper). Email operates as a postcard that can easily be read in transit and at the destination by unauthorized parties. It could be retained forever, or shared with unintended readers. For more information, please visit: Rutgers Identity Theft Compliance Policy.

Are there specific risks related to the fact that some of Google's servers are hosted in other countries?
By law some intellectual property should not be stored outside of the U.S. Individuals handling sensitive materials are reminded not to share this information via email regardless of the email provider. Ultimately, an email that is intended for a user within the U.S. can be easily forwarded.

How does Google address privacy and security?
Google is very concerned about the security and privacy of their user's data. Please see Google's Privacy Policy.
Google provides "good to know" information regarding how to stay safe online, your data on the web, your data on Google, and how to manage your data. Please visit Google's Good to Know.

What type of encryption is used? Is it SSL?
Yes. Encrypted (TLS/SSL) connections are enforced for all web browser sessions.
All Google Apps services have the ability to be configured to require access using encryption. Encryption is also required for access to mail data by third party clients. The mobile email client also uses encrypted access to ensure the privacy of communications. Encryption is not offered on the Start Page service at this time.  Since SSL is enabled on the ScarletMail domain, you will not be able to see your mail in the Gmail gadget on the Google Apps Start Page since it is not served over SSL.

What are the Google+ age requirements?
To use Google+, you must be old enough to have a Google Account; the minimum requirement is 13 years old in most countries.

If you attempt to sign up for Google+ and enter a birthday that doesn't meet the age requirement for a Google Account, your entire Google Apps (i.e. ScarletApps) account - including Gmail (i.e. ScarletMail) and other services - will be disabled by Google. You won't be able to sign in to your Google Apps (i.e. ScarletApps) account.

For more information on age requirements for Google+, visit:
http://support.google.com/a/bin/answer.py?hl=en&answer=1645514

What is the Google+ name policy?
Use your common first and last name. Impersonation is a serious issue. Pretending to be someone else could cause your profile to be deleted. Please read more at:
http://support.google.com/plus/bin/answer.py?hl=en&answer=1228271

Misrepresenting a user's identity in any electronic communication is also against Rutgers policy. Please reference the Rutgers Acceptable Use Policy at:
http://policies.rutgers.edu/contents70.shtml


EMAIL, CALENDAR & MOBILE

What is my email address?
It is recommended that you create and use an email alias (e.g. first.last@rutgers.edu).  You can manage your delivery email addresses (where you want your email delivered) and your aliases (the address that you give people to use to contact you) by going to http://netid.rutgers.edu and clicking on Manage Email Addresses.  Your ScarletMail email address is netid@scarletmail.rutgers.edu.

How do I send email with ScarletMail using my email alias?
To change the "From:" address of your message, go to http://mail.google.com/support/bin/answer.py?hl=en&answer=22370.

How do I create or change my ScarletApps Mobile/IMAP/POP Password?
Go to: http://netid.rutgers.edu and click on Manage Your ScarletApps Mobile/IMAP/POP Password. You will login with your NetID and password, click on the Manage Password tab.  You can create or change your password under the "Manage Your Services Password".

How can I change my NetID password?
If you setup security questions during the NetID activation process you can go to: http://netid.rutgers.edu and click on Manage NetID Password. If you cannot reset your password on your own, please contact your local Campus Computing Help Desk (see contact information below). 

* Please note that your NetID and password is used to access most online services at Rutgers.

Can I sign into my ScarletMail and personal Gmail account at the same time?
Yes.  Multiple sign-ins with the same browser needs to be enabled. This can be done using the multiple sign-in settings page.

How do I configure my desktop mail client?
Reminder:  This service uses your Google Mobile password
We have created documentation for the following mail clients:
For more information on how to configure your client/device for IMAP/POP access, visit:
http://mail.google.com/support/bin/answer.py?answer=75726 or
http://mail.google.com/support/bin/answer.py?answer=12103 or
http://mail.google.com/support/bin/answer.py?hl=en&answer=13287 or
http://mail.google.com/support/bin/answer.py?hl=en&answer=78799.

What is the minimum mobile device requirements needed to access ScarletDocs?
You can view ScarletDocs using some Android and iPhone/iPad devices. For more information, go to http://docs.google.com/support/bin/answer.py?hl=en&answer=77421.

I deleted my message. Can it be retrieved?
If you delete a message or document, it will be placed in your Trash folder for 30 days. After 30 days, it will be deleted permanently. However, once you empty click "Empty Trash now" or "Delete forever," the deleted message can no longer be retrieved. OIT does not have access to restore deleted data. For more information on deleting messages, please visit: Google Support - Deleting Messages.

What is the maximum attachment size?
You can send and receive messages up to 25 megabytes (MB) in size. 

How can I organize the emails in my Inbox?
Gmail is different from regular email services in that it does not use a folder system for organizing emails. Instead, it uses Filters and Labels. For more information on how to organize your email, please visit Google Support. There you will find information on Filters, Labels, Storage and Archiving.

How do I forward my Camden, Eden, or Pegasus email?

Camden: http://clam.rutgers.edu/account_tools.php, click on "Setup Mail Forwarding"
Newark: http://ncs.newark.rutgers.edu/tools, click on "Forward Email to a Different Account"
New Brunswick: https://webmail.eden.rutgers.edu/src/login.php and login, click on "Webtools", click on "forward: basic email forwarding".

How do I migrate my existing emails from Camden, Eden, or Pegasus account on to ScarletMail?
Go to http://scarletmail.rutgers.edu/docs/ for instructions on how to migrate your email.

How do I setup ScarletMail with an iPhone or iPad?
Instructions on setting up an iPhone or iPad to access ScarletMail can be found at:
http://scarletmail.rutgers.edu/docs/iphone

How do I setup ScarletMail with an Android phone or device?
Instructions on setting up an Andoid phone or other Android device to access ScarletMail can be found at:
http://scarletmail.rutgers.edu/docs/android/

How do I subscribe to the Rutgers Academic Calendar?
To view the Rutgers Academic Calendar, click here.

To add the Rutgers Academic Calendar to your ScarletApps Calendar, log in to your ScarletApps Calendar, click the link above to view the Rutgers Academic Calendar, click on the + in the lower right corner of the calendar. You will be prompted to add this calendar.