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What to Do When an App Requests Permission to Connect to Your Email

Steven Mojica
Updated

Overview

Sometimes an app or website will ask for permission to connect to your RCS email, calendar, or files. This can look like a pop-up inside an app, a prompt from Google or Microsoft, or an email asking you to approve a request. This article explains what these prompts mean, how to tell if one is legitimate, and what to do when you're not sure.

This applies to both your RCS Google account (@acarcs.org) and your Microsoft 365 account (@redlandschristian.org).

Steps

Check if the Request Is Legitimate

  1. Look at the app or service name. Is it something RCS uses or that your department approved? Common legitimate apps include Clever, FACTS, Adobe, and GoGuardian.
  2. Check what permissions it is asking for. "Read your profile" is low-risk. "Read and send email on your behalf" or "Access all your files" are high-risk - stop and contact IT before approving.
  3. If you are not sure, do not approve. You can always come back after checking with IT.

What to Do with a Microsoft Admin Consent Email

Sometimes an app sends IT (or you) an email with a subject like "Action required: Review [App Name]'s admin consent request." This is Microsoft asking an administrator to approve an app for the whole organization.

  1. Do not approve this yourself unless IT has told you to. Admin consent affects the entire RCS tenant.
  2. Forward the email to IT at acarcs.zendesk.com with a note about what app it is and why you need it.
  3. IT will review the app permissions and either approve it or find an alternative.

How to Report a Suspicious Request

  1. Do not click Approve or Allow.
  2. Take a screenshot of the prompt or forward the email to IT.
  3. Submit a ticket at acarcs.zendesk.com describing what you saw and what app or website triggered it.

How to Request a New App for Your Classroom

If you want to use an app that isn't already approved at RCS (for example ChatGPT, Canva, VoiceThread, Khan Academy, or any other AI or third-party tool), open a ticket before you ask staff or students to create accounts. IT reviews every new app for privacy, FERPA compliance, and admin consent requirements before we enable it tenant-wide.

Already approved (no request needed): Microsoft 365, Google Workspace, Clever-integrated apps (IXL, McGraw-Hill, etc.), PowerSchool, Zoom, and any app listed in the Software section of the Help Center.

To request a new app, open a ticket at acarcs.zendesk.com with the subject "New App Request: [App Name]" and include:

  • The app's name and website URL
  • What you want to use it for (subject, grade level, specific activity)
  • Whether students will create accounts or only use it through your account
  • Whether it uses Microsoft or Google sign-in (most do)
  • A link to the app's privacy policy if you can find it

IT will review the app's data practices, check whether it requires admin consent, and confirm whether it's FERPA-appropriate for student use. Expect a reply within two business days with one of three outcomes: approved tenant-wide, approved for your account only, or declined with a reason and a suggested alternative.

If approved, IT will grant admin consent in Microsoft or Google so you and your students don't each see a separate permission prompt. That's the blue prompt this article is about, and it's exactly why this process exists.

Troubleshooting

I already approved an app I'm not sure about.
Contact IT right away at acarcs.zendesk.com. IT can review what access was granted and revoke it if needed. Do not wait - the sooner IT knows, the better.

I keep getting the same permission prompt after dismissing it.
The app may require that permission to function. Submit a ticket with the app name and IT will determine if it should be approved or if there is a better alternative.

I'm not sure if the email is from Microsoft/Google or from a scammer.
Legitimate permission request emails come from noreply@microsoft.com or noreply@google.com. If you are unsure, do not click any links - go directly to portal.office.com or myaccount.google.com to check your connected apps, or contact IT.

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