Google Apps: Google Apps for AHC and HCC Accounts
This article is about AHC/HCC and BAA specific policies for Google Apps. For instructions in setting up AHC/HCC accounts, please see AHC/HCC Mobile Devices and Desktop Apps Setup Instructions
For quick access:
- University Gmail
- BAA Accounts
- Apps Available and/or Restricted for AHC and HCC Accounts
- Request a BAA+ Account to Access Additional Apps
- Additional Support
The University of Minnesota and Google have reached an agreement that will allow all Academic Health Center (AHC) colleges, centers, and departments with access to Protected Health Information be able to use Google Apps accounts.
This agreement, known as a Business Associate Agreement (BAA), is a contract between a HIPAA-covered entity (the University) and a HIPAA business associate (Google) that protects PHI in accordance with HIPAA guidelines.
- Previously, because of HIPAA compliance barriers, accounts with PHI access were not able to use the University’s Gmail service.
- Now, individuals in AHC will transition to Gmail and keep, or gain, access to Google Calendar, Google Drive, and Google Apps Vault.
Note: Schools within AHC that are not part of the HCC have either previously transitioned to Google (School of Veterinary Medicine) or will transition to the full suite of Google applications (School of Public Health).
BAA (Business Associates Agreement) Accounts references anyone who might be receiving Private Health Information (PHI) through their mail. Extra precautions must be put in place for security and legal reasons.
Third party Desktop and mobile email apps (such as AppleMail, Thunderbird, Outlook and SamsungMail) are not authorized for use with BAA Accounts. Mobile devices such as phones and tablets may use the Gmail app to access email, provided they have the Google Device Policy App installed on the device as well. You can also sign into email through Webmail.
Following the steps below registers your device with Google and allows collection of device configuration data, detailed below. It also allows UMN Google Apps Administrators to remotely wipe either your devices Work Profile or all data on your device.
Note: Restrictions require that the phone must be configured to have a passcode.
Apps Available and/or Restricted for AHC and HCC Accounts
Apps Not Available for AHC and HCC Accounts
Many other apps are not available for BAA users. These include, but are not limited to:
- Hangouts Meet and Chat
Apps With Restricted Features
The University also restricts certain features of available apps in order to safeguard Protected Health Information (PHI). More information about this update can be found in the Setting Up AHC and HCC Accounts on Mobile Devices and Desktop App
These restrictions include, but are not limited to:
- All apps - Cannot connect to third party IMAP or POP3 apps
- To access your account through Google Apps:
- Mobile devices must have the Google Device Policy App
- If applicable, mobile devices must have a work profile configured
- You can view instructions on how to configure your device.
- You can still access your account through a web browser on your device.
- You cannot post or edit content on YouTube.
- Google Groups have the following limitations:
- Hidden from the UMN Groups Directory
- Only Group Managers can view member Email addresses.
- Google Groups are only accessible through the groups.google.com website for UMN accounts in the same domain
Example: A @d.umn.edu or @gmail.com email address cannot access a @umn.edu Group through the groups website. They can still sign up and send and receive emails if the group is configured that way.
Request a BAA+ Account to Access Additional Apps
If you are part of the University’s Health Care Component ( HCC) and believe you have a business need to do one of the below listed actions, then please review and complete the AHC Google Apps Exception Request Form.
- Access Google Sites
- Access Google Hangouts Meet,
- Access Google Analytics
- Post/Edit YouTube content
Once the AHC Google Apps Exception Request Form is completed, it will be reviewed by the Privacy Office, HST,and OIT Security. You may be contacted for additional information. If you have any questions about this process, please contact firstname.lastname@example.org.
Important Note: Please keep in mind that if your need involves using these apps with PHI, your request will not be granted.
Please contact Technology Help. You can call 612-301-4357 (1-HELP from any campus landline phone) Chat with, or email us 24 hours a day, 7 days a week.