At a recent TLC I convinced some members of another squadron to use Google for nonprofits to help run and manage their squadron. Then, when I got home afterwards, I get a call from the person I talked to at TLC needing help setting up their account.
Now, as I recall from when I set up my squadron's account, when I entered in CAP's EIN, all of the current accounts were listed with two options. The first was to request administrative privileges for an existing account and the second was to set up a new account. However, now there is only an option to request administrative privileges for an existing account; there is no option to set up a new account. Was I remembering incorrectly, or has Google closed down registration of new accounts on CAP's EIN? How should squadrons go about getting set up on Google for Nonprofits?
Does your Wing not already use Google apps? That is the easy option...
Does anyone have an answer for the original question?
Yes - you sign up under the National FEIN, and then create a sub org with your unit's domain as part of the new account process.
I just recently did this with my son's BSA Troop which is a similar situation.
This will be a "new account".
Your first step should be to register a domain name appropriate / approved by your Wing, you'll need that to verify
the account.
Also, it might be a good idea to ask up the chain, or get permission to go VFR direct to your wing's IT Director, to see if they
already have a plan. If you set up your home domain, and then shortly thereafter your wing decides to go to "@unit.wing.cap.gov",
you'll wind up either an island, or having a bunch of duplicate work. This is the situation my wing is in right now.
Back in the early 00s, I setup one of the first GApps domains for a CAP unit (in this case a group), and since then it has grown and matured
into a significant resource for one of the largest groups in the wing. Now that the wing has moved to the .cap.gov structure, at some point
those 200 some users and all the docs, etc., will need to be moved.
Considering that all IT ops have to be approved by wing anyway, might as well have the conversations sooner then later.
Quote from: Eclipse on March 23, 2016, 04:04:56 PM
Yes - you sign up under the National FEIN, and then create a sub org with your unit's domain as part of the new account process.
I just recently did this with my son's BSA Troop which is a similar situation.
Ah, but there's the rub. The option to create a new account under that EIN is absent. The only choices are to request admin privileges for any of the dozens of exiting CAP accounts that have already been created.
Quote from: Eclipse on March 23, 2016, 04:04:56 PM
Back in the early 00s, I setup one of the first GApps domains for a CAP unit (in this case a group), and since then it has grown and matured
into a significant resource for one of the largest groups in the wing. Now that the wing has moved to the .cap.gov structure, at some point
those 200 some users and all the docs, etc., will need to be moved.
Good news: Google now has a data migration tool for google apps to google apps:
https://support.google.com/a/answer/6167866
It isn't perfect, but a lot better than the situation was a couple years ago. Expect improvements as time goes on and more people start running into this problem.
Quote from: NC Hokie on March 23, 2016, 04:08:29 PM
Quote from: Eclipse on March 23, 2016, 04:04:56 PM
Yes - you sign up under the National FEIN, and then create a sub org with your unit's domain as part of the new account process.
I just recently did this with my son's BSA Troop which is a similar situation.
Ah, but there's the rub. The option to create a new account under that EIN is absent. The only choices are to request admin privileges for any of the dozens of exiting CAP accounts that have already been created.
It can't be done automatically, you have to take a couple extra steps during the setup / approval process.
You establish the account under the free 30 day options, and then when you request approval under 501c-3, you provide the FEIN and indicate you
are a sub unit of a national organization under that FEIN.
They spin on that for a bit and then the authorization will come through. As I recall it took one or two additional steps over what is normally
an automated substantiation process.
In the mean time you can start setting up accounts, etc. while waiting for the final approval from Google.
The best-practice above of coordinating with your Wing HQ is not so much of a "best practice" as a regulatory mandate.
Any Google Apps implementation certainly falls within the definition of an "Internet Operation" and as such requires the approval of a Wing or higher commander before proceeding.