1. Introduction: Toward Utilizing the New Shared Platform

Starting in April 2026, Google Workspace for Students was newly introduced, establishing an environment where students, faculty, and staff can connect seamlessly on the same platform. In this article, we propose specific usage scenarios from both student and faculty perspectives, while explaining key points for safely mastering the latest generative AI tools, which have drawn particular attention. We hope this will help improve efficiency in your learning, research, and daily tasks.

2. [Student Perspective] Streamlining Research and Learning

Here are specific scenarios showing how incorporating Google Workspace can make your daily learning and research activities more efficient.

Making Effective Use of Commute and Travel Time (Gemini Notebook)

Commute time can be used for "auditory input." By loading open-access papers into Gemini Notebook and listening to the generated interactive audio content, you can efficiently grasp the key points.

Seminar Preparation (Gemini)

You can import your own summary handouts into Gemini to engage in pre-seminar discussions with generative AI. By assigning Gemini a specific expert role (via prompt), you can adjust the depth of the discussion and simulate Q&A sessions, significantly elevating the quality of your actual seminar performance.

Smooth Group Work (Google Chat / Meet / Drive)

You can easily communicate via Google Chat without sharing personal social media accounts. Furthermore, video calls on Google Meet and real-time collaborative editing of slides and documents on Google Drive allow you to share up-to-date data continuously and carry out discussions without friction.
 

3. [Faculty Perspective] Streamlining Lab Management and Academic Affairs

Here are approaches to resolving communication time lags and feedback delays with students, making laboratory management significantly smoother.

Scheduling Meetings (Google Calendar)

The "Appointment Schedules" feature in Google Calendar is convenient for scheduling student meetings. Without back-and-forth emails, students can reserve a meeting slot from available openings in just a few clicks.

Thesis Guidance and Document Review (Google Drive / Docs)

This approach involves creating a "Shared Folder" for each student on Google Drive where they can store draft papers. Working in Google Docs ensures files are consolidated into a single, up-to-date document. Faculty can suggest edits in "Suggesting mode" or provide direct feedback via "Comments," allowing students to make revisions seamlessly.

Centralizing Lab Information (Google Sites)

By creating a dedicated Google Site for your laboratory to post orientation materials and manuals, you can drastically reduce the effort required for annual onboarding. Access can be restricted to specific individuals or university accounts (students, faculty, and staff), making it safe to share while preventing external leaks.

Streamlining Daily Communication (Google Chat)

To eliminate uncertainties about whether a message was read and prevent delayed replies associated with email, we recommend moving day-to-day communications to Google Chat. Creating themed spaces (groups) such as "Lab Announcements" or "Thesis Projects" lowers psychological barriers to communication, making it easier for students to report progress and ask questions.

Seminar Support (Google Classroom)

While courses should generally use KULMS (Kyoto University LMS), using Google Classroom for seminars makes assigning and collecting work simpler. Please use it as a supplement to the existing LMS.

4. Precautions When Using Generative AI Tools

With this system rollout, students can now use AI tools like "Gemini" and "Gemini Notebook." While these tools are remarkably convenient, there are critical rules to strictly follow when using them.

Do Not Input Confidential or Personal Information

When using generative AI, do not input highly sensitive content such as unpublished research data or personally identifiable information. Even with a university Google Workspace account, only select services like "Gemini" and "Gemini Notebook" guarantee that your input data will not be used for AI training. Note that terms of service vary across services. To prevent accidental data leaks, limit AI prompts to general knowledge queries or polishing text intended for public release.

Be Mindful of Hallucinations

While AI is extremely useful, it is not infallible. It can sometimes generate "plausible lies" (hallucinations) as if they were true facts. Do not accept AI-generated answers blindly; always perform thorough fact-checking using books or reliable scholarly papers. Furthermore, ensure you follow the instructions and guidelines provided by each course or academic society regarding generative AI usage in reports and papers.

5. Precautions When Using Google Workspace

No Gmail Provision for Students

Gmail is not provided under Google Workspace for Students. Students should continue using Microsoft 365 (KUMOI) for student email. Google Calendar meeting invites and Google Drive file-sharing notifications will be routed through the system to your Microsoft 365 (KUMOI) email address. Make sure to check your Microsoft 365 inbox regularly for notifications.

Data Backup Upon Graduation or Departure

University-provided accounts are not permanent. Upon graduation or leaving the university, access to your account and files stored in Drive will end. Please make it a habit to regularly back up research output and essential documents to personal storage.

6. Conclusion

Google Workspace is more than just a suite of convenient IT tools. By having everyone on campus use the same platform, it serves as a common foundation that removes communication barriers between students and faculty, as well as among students, facilitating smoother academic and research pursuits. We encourage everyone to take full advantage of it.

* Available Google Workspace services differ between faculty/staff and students. Please check the site below for details.
https://www.iimc.kyoto-u.ac.jp/en/services/cloud-service/google/index

* Please check the site below for instructions on logging into Google Workspace for Students.
https://docs.google.com/document/d/1VBQglU5nZZnWy7fYFAobGcNM5xWNGyyFUcVvWECpcpE/edit?tab=t.6rjpvyucpqhi#heading=h.vhvydr3zyeil