Cash-strapped colleges outsource their e-mail

By Jenna Ross, Star Tribune

Last update: November 2, 2009 - 11:33 PM

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It takes manpower and money to run an e-mail system, and colleges and universities have less of both these days. So they’re turning to outside providers such as Google and Microsoft to run their e-mail for free.

This week, the University of Minnesota joins thousands of schools — including Macalester College and Hamline University, both in St. Paul — in beginning to convert to Google.

Today’s college kids grew up on Gmail, so for many of them, the switch is overdue. Gmail is generally quicker, smarter and more reliable than e-mail colleges run themselves. Plus, it comes with a host of other Web-based programs that let students do things like edit essays simultaneously.

But colleges and universities are far more hesitant to move their faculty and staff into that space.

While Macalester put all students, faculty and staff on Google, Hamline uses the service for students only. The U will begin inviting students into Google this week. But it’s less certain if and when faculty and staff will join in.

“That’s a very controversial discussion in all of higher ed,” said Harry Pontiff, director of special projects and information security at Hamline.

Despite assurances from Google and experts, college administrators are concerned about how well outside companies will safeguard sensitive information such as grades; they want control over what’s put into cyberspace.

“We’re really easing into this,” said Bernard Gulachek, a senior director in the U’s Office of Information Technology.

'Fail, fail, fail’

One day this fall, Jing Xiong needed to contact her instructor about a lab problem due that afternoon. But GopherMail, the U’s e-mail system, would not load.

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