Leaving STS Technology

Students Leaving STS

It's time to cleanout your Gmail and Google Drives!!! Google has a neat tool that allows you to transfer your email, drive documents, slides, and other files from Google Drive out of one domain (sttheresaschool.com) and transfer it into another domain or account. If you have access to your high school account already, this will be easy to do!

Hint: Transfer your pictures from your iPad to a Google Drive folder and this will also save and sync your photos and stored items from your iPads.

Please note, there is NO reason to delete old email or files - this will all be done automatically.

If you do not have access to your high school yet, you can transfer to a personal account OR use the Google Takeout service to download your data to a computer. Please note that if you do not have a personal Gmail account, you should consult with your parents in order for them to approve you to sign up for a free gmail account (legal disclaimer, check).

Please use the following document that will walk you through the steps.

Google Takeout - Transfer Files out of STS

Your STS accounts should now have the privileges and access to allow all these processes to happen. If you run into issues or have any questions or need help, do not hesitate to contact me.

Prior to your final day, your homeroom teacher will discuss the technology give-back process.

Your STS Google Accounts will expire on June 10. You receive several warning messages prior to account deactivation.

Please don't hesitate to reach out if you have any questions or need help!

Staff Leaving STS
Each year, a number of staff members leave for a variety of reasons. In preparation for leaving, there are a number of important pieces of information related to one’s technological accounts:

• Staff members who are leaving do not have to do anything with their STS digital files, but if you would like to have a copy of files that do not include confidential student information, the steps below provide you with options for doing so. If you have questions, you are encouraged to contact Tech Staff and they’ll be happy to help!

• Active Directory (Windows) and Google Workspace accounts are disabled as early as June 15 annually

• Special steps should be taken with Google Drive files that are owned by the outgoing staff member and shared with other staff members. Ideally, these files will be moved to a Shared Drive , in which case the remaining team members will continue to have access to the file after the outgoing staff member’s account has been disabled. Alternatively, “ownership” of the files can be transferred to another individual who already has “edit” rights to that file in Google Drive in the Share Settings under the blue “Share” button in the upper-right corner of the browser. Please note that these changes must be made before June 30, when accounts are disabled.

• Work that is in your Google Drive containing identifiable student data should not be removed or copied and should stay in the District.

• Outgoing staff members are welcome to copy other documents and take a copy with them.

Copying Google Drive files using Google Takeout
Google Takeout is a service from Google that allows one to take their data with them. While Google intends for it to make a comprehensive copy of all data, it typically does not work this way. In other words, using this method, it is common to have missing files. Additionally, as mentioned above, staff members should not be taking confidential student data with them, so that should be transferred to a Shared Drive or another user prior to initiating the data export via Takeout. Google provides its own directions here. Once downloaded, the data can be stored elsewhere, ranging from another non-STS Google Drive, other online storage, in the Documents folder on a personal computer, or on some other kind of storage device like an external drive, including flash drives.

Copying Google Drive files, Google Calendar, and Google Contacts individually
In order to have greater control over what you remove and to ensure that you have a working copy of those files, you can export your Google Calendar and export your Google Contacts separately and import them into another electronic calendar or contacts solution.

Additionally, individual Google Drive files can be exported in a variety of formats by opening that file and choosing the file type you prefer from the “File > Download as” menu option as pictured below.

If you have data in other systems, you will need to check how each system supports exporting your data. If you control any social media accounts that need to be transferred to another STS staff member, please do so before you lose access to your Gmail account.

As always, if you have any questions or require any assistance with this, please visit Tech Staff or submit a helpdesk ticket.