Cymraeg

Hwb

G Suite for Education

Suggested audience: learners, school staff, school digital champions, local authority Hwb administrators, regional education consortia Hwb administrators.

G Suite is a package of cloud-based services that can provide your school with a whole new way to work together online. G Suite offers a range of powerful classroom tools that are simple to use and very effective.

Accessing G Suite for Education

Hwb users have two options for accessing G Suite for Education:

  1. Log in to Hwb.
    • Click on the G Suite for Education tile.
    • Enter your Hwb username and password.
    • You will then be taken straight to Google Classroom. To use a different application, click on the Google apps ‘waffle’ (in the top right hand corner) and select the G Suite application you wish to use.
  2. Navigate to google.com
    • Click on the blue Sign In button (in the top right hand corner).
    • Enter your Hwb username and password > Click Next.
    • Click on the Google apps ‘waffle’ (in the top right hand corner) and select the G Suite application you wish to use.

Getting started

Click here to access our Getting Started with G Suite Guide.

Click here to access Google's Teacher Centre


Google Classrooms are online collaborative working environments for teachers and learners.

Teachers can set up a class, invite students and co-teachers and then share information such as assignments, announcements and questions in the class stream. They can quickly see who has or hasn't completed the work and give direct, real-time feedback and grades.

Learners can join classes set up by their teacher, see assignments on the To-do page, in the class stream, or in the class calendar and all class materials are automatically filed into Google Drive folders.

Getting started

First day with Classroom - Google training video

  • Creating a Classroom: 

    1. Log in to Hwb and navigate to the Classroom app in G Suite for Education.
    2. Click on the + symbol (in the top right corner) > Create class.
    3. Type the name of the class > click Create.

    Displaying the class code: 

    1. Under the Classroom name there is a class code with a frame icon next to it. Click this icon to open a full screen class code to display on the board for learners.

    Joining a Classroom: 

    1. Click on the + symbol (in the top right corner) > Join class.
    2. Type in the class code > click Join.

    Creating pre-populated Classrooms in the User Management Portal:

    In a school, Google Classrooms may be created for timetabled classes in a school’s MIS by staff or a Digital Champion.

    1. Log in to Hwb and navigate to the User Management Portal.
    2. Click Administration > View Groups.
    3. Use the Filters to display the required class by selecting the year, group type, teacher or academic year. (Digital Champions will see all classes in the school however, teachers will only see their own classes.)
    4. Click on a class to display information for that group. This will include an overview and a list of all learners in that group.
    5. Click Add Google Classroom + to create the Google Classroom. Classrooms are usually created within a few minutes however, it may take up to an hour at busier times of the day (e.g. beginning of the school day).

    Only learners with consent for Hwb Additional Services (which will show as a green tick next to their name under Consent) will be added to the Classroom when it is created. Any learners with consent applied at a later date will be automatically added to the Classroom within a few hours of the consent being applied.


    Before 19 March 2020, the ‘Add Google Classroom +’ button was linked directly to the school MIS (SIMS/Teacher Centre) and timetabled classes. The link meant that additional teachers added to the Classroom after its creation (that were not already in the timetabled class) would be removed the next time the Hwb provisioining client (sync tool) ran.

    From 19 March 2020, Classrooms created using the button will remain linked to the MIS for learner information, with the timetabled class teacher being the Classroom owner, but multiple staff members can be added afterwards.

    It is important that the Classroom owner takes responsibility for adding and removing other staff members as appropriate.

  • In Classroom, you can use a rubric to grade and give feedback.

    Further support for using rubrics can be found on the Google help site.

  • You can share Office 365 documents in a Google Classroom by using links (URLs). Links can be added when creating an assignment, announcement or question.

    Adding a link to a Microsoft Office 365 document will redirect the user to the document of your choice when they click on it.

  • We recommend you visit the Google Classroom help website to learn more about Google Classroom.

    Further support can be found on the Google Classroom Help website.


What is Google Jamboard?

Jamboard is a collaborative app that allows for the creation of notes, ideas, brainstorms and plans. Jamboard allows you to work as a team or individually.

Getting started

First day with Jamboard - Google training video

What can I do with Google Jamboard?

With Jamboard, you can:

  • Write and draw
  • Search Google and insert images or webpages
  • Drag and resize text and images
  • Sketch a box, star, cat, or dragon - image recognition technology converts your sketch into a polished image
  • Share your jams with collaborators - up to 50 people can work on a jam at once

Who can use Google Jamboard?

Jamboard is available for use with both staff and pupil Hwb accounts.

Note: Pupils require full consent for additional services to use Jamboard. Information on consent can be found here: https://hwb.gov.wales/support-centre/trust-centre/data-protection/consent

What devices are supported?

Jamboard is available on most platforms and devices. For more information on which devices are supported for Jamboard use, click here: https://support.google.com/jamboard/answer/7424836?hl=en

Can I use Jamboard without the board?

Yes, you can use the Jamboard software without the Jamboard device. The Android and iPad tablet apps let you do almost everything you can do on the physical Jamboard device. With G Suite and the Jamboard app on a tablet, you have a collaborative whiteboard with you wherever you go.

I have an issue with Google Jamboard - who can help?

The Google Jamboard Help will likely answer your queries. We recommend checking this before contacting us: https://support.google.com/jamboard/answer/7424836?hl=en

If, after reading the Google Jamboard Help pages you are still experiencing issues, please give the Hwb Service Desk a call on 03000 25 25 25 or email us using hwb@gov.wales.


Docs is Google’s word processing application. There is no need to manually save any work you create in Google Docs as it will be automatically saved to your Google Drive.

Getting started

First day with Docs - Google training video

  • You will see a blue Share button (in the top right hand corner) when you are editing a Doc. Click on this button to get a shareable link or share directly with specific people. There are three sharing options:

    1. Can edit: This means that anyone you share the Doc with can make any changes.
    2. Can comment: This means that anyone you share the Doc with can make comments but cannot edit.
    3. Can view: This means that anyone you share the Doc with can view it but cannot make comments or edit.

    Alternatively you can share from Drive by right clicking on the relevant file and clicking Share.

    If you’d like to learn more about sharing your Google files, please follow the link below:

    Click here to learn how to share your Google files.

  • Microsoft Word documents can be converted by importing them into Google Docs.

    1. Log in to Hwb and navigate to the Docs application in G Suite for Education.
    2. Create a blank doc by clicking on the colourful + (above Blank).
    3. Click File > Open.
    4. Click on the Upload tab > Select a file from your device > Click Open.
  • You can learn how to use Google Docs to its full potential by visiting the G Suite Learning Centre. You’ll find how to work faster, collaborate better, a cheat sheet, and much more.

    Click here to access the Google Docs help website.

    Click here to visit the G Suite Learning Centre for Google Docs.

    Click here to visit the Google Docs Tips website.

    Make sure you check out the Explore Tool to find related information and royalty free images to add to your Google Docs. You can find the Google Explore Tool in the bottom right of the screen when editing a document, it looks like this:


Sheets is Google’s spreadsheet application. There is no need to manually save any work you do in Google Sheets as it will be automatically saved to your Google Drive.

Getting started

First day with Sheets - Google training video

  • You will see a green Share button (in the top right hand corner) when you are editing a Sheet. Click on this button to get a shareable link or share directly with specific people. There are three sharing options:

    1. Can edit: This means that anyone you share the Sheet with can make any changes.
    2. Can comment: This means that anyone you share the Sheet with can make comments but cannot edit.
    3. Can view: This means that anyone you share the Sheet with can view it but cannot make comments or edit.

    Alternatively you can share from Drive by right clicking on the relevant file and clicking Share.

    If you’d like to learn more about sharing your Google files, please follow the link below:

    Click here to learn how to share your Google files.

  • Microsoft Excel spreadsheets can be converted by importing them into Google Sheets.

    1. Log in to Hwb and navigate to the Sheets application in G Suite for Education.
    2. Create a blank Sheet by clicking on the colourful + (above Blank).
    3. Click File > Open.
    4. Click Upload > Select a file from your device > Click Open.
  • You can learn how to use Google Sheets to its full potential by visiting the G Suite Learning Centre. You’ll find how to work faster, collaborate better, a cheat sheet, and much more.

    Click here to access the Google Sheets help website.

    Click here to visit the G Suite Learning Centre for Google Sheets.

    Click here to visit the Google Sheets Tips website.

    Make sure you check out the Explore Tool to find related information and royalty free images to add to your Google Sheets. You can find the Google Explore Tool in the bottom right of the screen when editing a document, it looks like this:


Google Slides lets you create presentations. Multiple people can work on a presentation at the same time, you can see changes as they’re made and every change is automatically saved.

Getting started

First day with Slides - Google training video

  • You will see a yellow Share button (in the top right hand corner) when you are editing Slides. Click on this button to get a shareable link or share directly with specific people. There are three sharing options:

    1. Can edit: This means that anyone you share the Slides with can make any changes.
    2. Can comment: This means that anyone you share the Slides with can make comments but cannot edit.
    3. Can view: This means that anyone you share the Slides with can view it but cannot make comments or edit.

    Alternatively you can share from Drive by right clicking on the relevant file and clicking Share.

    If you’d like to learn more about sharing your Google files, please follow the link below:

    Click here to learn how to share your Google files.

  • Microsoft PowerPoints can be converted by importing them into Google Slides.

    1. Log in to Hwb and navigate to the Slides application in G Suite for Education.
    2. Create a blank Sheet by clicking on the colourful + (above Blank).
    3. Click File > Open.
    4. Click on the Upload tab > Select a file from your device > Click Open.
  • You can learn how to use Google Slides to its full potential by visiting the G Suite Learning Centre. You’ll find how to work faster, collaborate better, a cheat sheet, and much more.

    Click here to access the Google Slides help website.

    Click here to visit the G Suite Learning Centre for Google Slides.

    Click here to visit the Google Slides Tips website.

    Make sure you check out the Explore Tool to find related information, styles to suit your content and royalty free images to add to your Google Slides. You can find the Google Explore Tool in the bottom right of the screen when editing a document, it looks like this:


Google Drive is a safe and secure place to store files online. You can store files privately or chose to share them with others. Your Docs, Sheets and Slides will automatically be saved to your Drive.


Google Meet is the video conferencing tool in G Suite.

Getting started

First day with Meet - Google training video

  • A Meet can be scheduled by staff in their Google Calendar:

    1. Log in to Hwb and navigate to the Calendar application in G Suite for Education.
    2. Click + Create (in the left hand panel).
    3. Click More options in the pop up box.
    4. Enter your event details and ensure that you have added conferencing – Hangouts Meet.
    5. Add guests you would like to join your Meet.
    6. Click Save (at the top of the page) and a window will appear asking if you want to send invitations to guests.
    7. Click Send and your guests will then be sent the joining details.
  • Learners cannot schedule or join a Meet.

  • We recommend you visit the G Suite Learning Centre for Meet to learn how to use Meet safely, securely, and efficiently:

    Click here to access the Meet help website.

    Click here to access the G Suite Learning Centre for Meet.

    Click here to access the Meet Tips website.


Google Sites allows users to create simple websites that support collaboration between different editors.

Getting started

First day with Sites - Google training video

Sites can be used for:

  1. Creating a public website for your school.
  2. A place for learners to record their work and achievements.
  3. Making shared collaboration spaces for group work.
  4. Developing a school, class or individual blog.
  5. Somewhere to store and present teaching and learning resources.

Click here to access Google’s ‘Introduction to Google Sites’ video


Forms allows you to manage event registrations, create a quick opinion poll, and much more. With Forms, you can create and analyse surveys with no special software required. You get instant results as they come in and you can summarise survey results at a glance with charts and graphs.

Getting started

First day with Forms - Google training video


Keep is a note-taking application for storing notes, lists, photos, and audio.

Keep can be used on nearly all devices with an internet connection. Keep can be accessed via the browser or you can download the app on mobile devices.

You can create, edit, organise, and archive notes:


Vault is a safeguarding and archiving tool for schools to manage, retain, search and export Google Drive file content. Vault supports:

  • Google Groups
  • Files in Google Drive and Team Drives
  • Conversations in Hangouts Chat
  • Recordings in Hangouts Meet
  • Digital Champions can create matters for their school in Google Vault relating to learners’ work only. If there is an issue related to members of staff, please ask your headteacher to contact the Hwb Service Desk: hwb@gov.wales | 03000 25 25 25.

  • We can guide you through the process of retrieving information from Google Vault once access has been granted by your headteacher. Please contact the Hwb Service Desk: hwb@gov.wales | 03000 25 25 25.

    All activity in Google Vault is audited.


Google Groups are online discussion spaces. A Group can be created by any Hwb user, although external users won’t be able to view or search for Groups created in the Hwb domain.

Groups can be organised with favourites and folders and edited using rich-text to customise posts with fonts, colours, and images.


The following table outlines the apps and extensions available on the Hwb G Suite for Education domain.

Google 3rd Party Web Applications

These are websites you sign into using your Google account. Examples include games, photo editors, and video players e.g. non-Google websites.

Users can sign in with their Hwb username and password, which will give the websites access to their basic profile (username, first name and surname).

However, access to Drive and core applications via G Suite API is not available. Access to specific applications across the domain can be requested through the Hwb Service Desk: hwb@gov.wales / 03000 25 25 25. Please note, requests will only be considered if they are suitable for roll-out to all users.

Google Apps and Extensions for Chrome

Extensions provide additional functionality for Google Chrome and the websites being viewed in it. For example, they can extend Google Chrome by adding a new button to the address bar, such as an ever-present currency converter.

Google Apps (e.g. Google Docs) can be configured to appear by default on managed Chromebooks and when users are signed into the Chrome browser.

Digital Champions and Hwb Administrators can install Google apps and extensions for their own school or local authority.

However, access to Drive and core applications via G Suite API is not available.  Access to apps and Extensions that require the use of G-suite API can be requested  through the Hwb Service Desk (hwb@gov.wales / 03000 25 25 25). Please note, requests will only be considered if they are suitable for roll-out to all users.

Google Drive, Docs, Sheets and Slides Add-ons

X

Google add-ons are not available on the Hwb domain.

Access to google Drive Add-ons can be requested through the Hwb Service Desk (hwb@gov.wales / 03000 25 25 25). Please note, requests will only be considered if they are suitable for roll-out to all users.

Additional Google services

!

Additional Google services are Google applications available through G Suite for Education, e.g. Google Earth.

Access to additional Google services can be requested through the Hwb Service Desk (hwb@gov.wales / 03000 25 25 25). Please note, requests will only be considered if they are suitable for roll-out to all users.

Google 3rd party web applications

Signing in to a Google 3rd party web application

  1. On the relevant website, select the option to sign in with Google.
  2. Enter your Hwb username and password, if prompted (if you have already signed in to Google, you may not be prompted to sign in again).

Information

This gives the web app access to basic profile information, such as username, first name and surname.

Removing access to a Google 3rd Party Web Application

  1. Navigate to https://myaccount.google.com and sign in with your Hwb username and password.
  2. Select Security (from the options down the left hand side of the page).
  3. Under Signing in to Google, locate the app you would like to remove access from > Click Remove Access.

Google apps and extensions for Chrome

Before an app or extension can be installed, a Digital Champion will need to approve it for use. An app can also be force assigned by a Digital Champion or Hwb administrator and it will then install automatically in your Chrome browser.

Warning

Force assigning a Google app will give it permission to access information on the device it’s installed on, such as user’s bookmarks or location, without allowing the end user to review it or even disable it.

Information

This Google apps and extensions guidance applies only to Digital Champions and Hwb administrators.

Screencastify is available for school staff by default.

The screen recording extension will automatically appear for staff members who sign into the Chrome browser with their Hwb accounts.

Please note: Screencastify has been reviewed and approved for suitability for teachers only. This app must not be enabled for learners. Any Digital Champion enabling this will be breaching the Hwb terms of service.  

Screencastify makes it easy for you to:

  • Capture a tab, whole screen, or webcam only
  • Embed your webcam anywhere in your recording
  • Narrate with your microphone
  • Record offline (no internet required!)

Users can take advantage of the annotation tools to keep their audience focused on what's important:

  • Mouse spotlight
  • Drawing pen tool
  • Click highlighting

If you use Google Apps, Screencastify will fit into your workflow as it is integrated with Google Drive and Classroom. Recordings autosave to your Google Drive, you can instantly share the Google Drive link or export as an MP4, animated GIF, or MP3.

    1. Navigate to https://admin.google.com and sign in with your Hwbusername and password. 
    2. Under Device Settings on the left hand side of the page, click on Device management > Chrome management 
    3. Click on Apps and Extensions.
    4. Using the navigation arrows on the left side of the page, select the organisational unit for which you want to approve the extension (e.g. Learners or Staff)
    5. Click on the yellow + in the bottom left corner, and choose Add from Chrome Web Store
    6. Using the search bar, search for the desired extension in the Chrome Web Store.
    7. Click Select next to the relevant extension.
    8. Confirm the Installation Policy is set to Allow Install
    9. Click the toggle to enable Include in Chrome Web Store collection
    10. Click SAVE
    1. Approve an app or extension, following the steps outlined above.
    2. With the relevant app selected, change the installation policy by clicking the down arrow and selecting Force Install
    3. Click SAVE
    1. Navigate to https://admin.google.com and sign in with your Hwbusername and password. 
    2. Under Device Settings on the left side of the page, click on Device management > Chrome management
    3. Click on Apps and Extensions.
    4. Using the navigation arrows on the left side of the page, select the organisational unit for which you want to approve the extension (e.g. Learners or Staff)
    5. Select to highlight the relevant app or extension.
    6. Click the 'bin' icon in the right hand
    7. Click SAVE
    1. Navigate to https://chrome.google.com/webstore and sign in with your Hwb username and password.
    2. Search for the approved extension using the search bar (in the top left hand corner).
    3. On the relevant extension, click Add to Chrome.
    4. A pop up will then appear outlining what this extension will be able to do in your browser. To continue, click Add extension. Alternatively you can click cancel.
    5. An icon for that extension will then appear at the top of your browser. Click on the icon to use the extension.

    Removing an extension

    1. Right click on the icon for the relevant extension in your Chrome browser toolbar > Click Remove from Chrome.
    2. Click Remove.

    Turning an extension off

    To temporarily stop using an extension:

    1. Right click on the icon for the relevant extension in your Chrome browser toolbar > Click Manage extensions.
    2. You will see a blue ‘toggle’ towards the top of the page with the word ‘On’ in line with it. Click on this ‘toggle’ to turn the extension off.

    Note: Force installed extensions cannot be turned off or removed by the end user. This must be done by a Digital Champion or Hwb administrator through the Google admin portal.


A Chromebook is a device which runs Google’s Chrome operating system instead of Windows or MacOS. Chromebooks are designed to be used primarily while connected to the internet, with most applications and documents being in the cloud.

Chromebooks can work in ‘kiosk mode’ where they are not part of a domain and are unmanaged, but this is not recommended. We recommend that all schools enrol their Chromebooks.

Chromebooks can be enrolled and managed via the hwbcymru.net domain. Benefits of this include:

  • allowing users to sign directly into the Chromebooks with Hwb credentials (meaning they are signed into the browser and Hwb applications immediately).
  • gaining the ability to manage and enforce device policies which are set in the Google admin console, giving enhanced security controls.

Information

Learner consent for Hwb Additional Services is required for learners to log in to a Chromebook with their Hwb credentials.

Schools can work with local authorities and Google partners to purchase device management licences and enrol Chromebooks on the hwbcymru.net domain.

There are three enrolment options for maintained schools in Wales:

Purchasing and enrolling new Chromebooks

Schools purchase Chromebooks and device management licences from a Google partner for enrolment on the hwbcymru.net domain.

Process for schools:

  1. School procures Chromebooks and device management licences.
  2. School arranges for proof of purchase to be sent to the Hwb Service Desk (hwb@gov.wales).
  3. Hwb Service Desk enables an enrolment account and notifies Google partner.
  4. Google partner enrols the Chromebooks.
  5. Chromebooks shipped to school ready to use.

The Hwb Service Desk will activate an enrolment account for your chosen Google partner, which they can use to enrol your Chromebooks.

Enrolling unmanaged Chromebooks

Schools who have unmanaged Chromebooks and wish to have them managed on the hwbcymru.net domain need to purchase device management licences from a Google partner.

Process for schools:

  1. School procures device management licences.
  2. School arranges for proof of purchase to be sent to the Hwb Service Desk (hwb@gov.wales).
  3. Hwb Service Desk enables an enrolment account and notifies Google partner.
  4. Google partner configures and enrols Chromebooks in school.

The Hwb Service Desk will activate an enrolment account for your chosen Google partner, which they can use to enrol your Chromebooks.

Transferring Chromebook device management licences

Schools with Chromebooks currently enrolled on a non hwbcymru.net domain who wish to transfer.

Process for schools:

  1. School engages with Google partner to support transfer.
  2. School arranges for proof of licence transfer to be sent to the Hwb Service Desk (hwb@gov.wales).
  3. Hwb Service Desk enables an enrolment account and notifies Google partner.
  4. Google partner manages Chromebook transfer.

The Hwb Service Desk will activate an enrolment account for your chosen Google partner, which they can use to enrol your Chromebooks.


The default language for G Suite for Education is English, however you can change this to Welsh through the following steps:

  1. Log into Hwb and navigate to G Suite for Education.
  2. Click on your profile photo (often represented by your initials in a coloured circle in the top right hand corner) > Click Google Account.
  3. Click Data & Personalisation (from the menu in the left hand panel).
  4. Scroll down until you see Language (under the General preferences for the web section) > Click on the right pointing arrow.
  5. Under Default language, click the edit button (represented by a pencil icon).
  6. Select Cymraeg > Click Select.

Your display name in G Suite for Education will be reflective of the name in the User Management Portal and will appear in the format ‘first initial surname’ (e.g. J Bloggs) for staff and ‘forename surname’ (e.g. Joe Bloggs) for learners. This cannot be changed.


The following Google Support pages contain information and tips for using G Suite for Education (these pages are available in English only):

For further support please contact the Hwb Service Desk: Hwb@gov.wales | 03000 25 25 25.