Leaving/Departing Staff/Teacher Guide

What Device Next?

Some years, NIST offers its leaving staff to purchase the laptop computer which is issued to them at fair market value. This will be announced by the Director of IT with a deadline.

Another option for a device after NIST is to consider purchasing one locally. Here is an article to explain.

One Month Before You Leave

• Get ready to backup your personal data by moving it to a hard drive. You can use Apple’s Time Machine for this, but only useful if you plan to move to another Mac.
• Organize and label your emails in order to make them easier to download later. Here is a Google Guide for how to Label your emails.
• Organize your Google Drive files to be sure that shared documents are in the correct shared folders. Here is the Moving Files and Folders subsection of our Google Drive Guide. BE SURE NOT TO move something out of a shared folder that others at NIST still need after you leave.

• Transfer ownership on critical individual files (no need to do for all files). For files that are not in shared folders, please change the owner to the new person who will be responsible for editing the file. So, if you must change ownership, here is how:
  • Go to sharing panel, then click on advanced, and you can change an existing editor to be the Owner.
  • The new owner will be notified but does not need to do anything

• Begin to unsubscribe from mailing lists and resubscribe using your new/personal account.
• You may have the option to purchase your device(s) from NIST. Please send an email to the Director of IT if you wish to purchase.

Your Last Week at School

• This is a great time to start getting all school data off of your personal devices. (This can be in the form of removing accounts, deleting downloaded files, etc.)
• If you are running any ‘school’ accounts, please pass off the credentials to another person who will take over the account or to Coaches/IT Dept. This applies to:
  • social media accounts (Twitter, Instagram, Facebook, Snapchat, etc.)
  • web sites (Weebly, WIX, etc.)
  • subscriptions to services (Kerboodle, Noodlebib, Dropbox)
• If you are leaving during the year and you created/own any Google Classrooms, please transfer ownership to the next teacher.
• Google Drive concerns.
  • Please NEVER delete/remove any shared files/folders.
  • Be sure that all institutional documents are in shared department folders.
  • Be sure you download or transfer to another account all of your personal Google data before this date.
    
    Option 1 - Google Takeout

    Option 1 Google Takeout

    (for a downloadable copy of your data)

    Google has made it relatively easy to download ALL of the content you’ve created onto an external drive by using their Takeout feature. Make sure you’re logged into you NIST account and choose the Google-related data you’d like to export, then click on NEXT at the bottom.

    We STRONGLY suggest only taking out ONE set of data at a time. For example only GMail, then in another takeout, your Google Drive documents. Do not bother with exporting items where you know you do not have any data that you want to keep like Hangouts.

    On the next screen, you can choose to either receive a link to a big zip file containing all your data, so you can download it on a different device or you can choose to add the zip file to your drive. In this case, the zip file will be added to your NIST drive then you can share it with your personal/new school account and make a copy of the zip file on your personal/new school drive to keep it there. (note: for this to work on a free personal drive the file has to be smaller than 15GB)

    In a while, (sometimes a LONG while), you’ll receive an email telling you that your data is ready for downloading. Depending on your level of use, this download could potentially be multiple GBs so you’ll probably want to leave it running over night at home.

    When your files are downloaded, they will be converted to Microsoft formats (ie. Powerpoint, Word, etc). This is a very useful option if you are going to a school that does not or cannot use Google Apps For Education.

    If you require more detail, here’s a quick tutorial, but IT Dept is more than happy to walk through it with you if it’s not clear. 

    https://support.google.com/accounts/answer/3024190?hl=en#zippy

    Option 2 - Download individual folders from drive

    Option 2 Download Folders from Drive

    If you are only interested in things on Drive (ie. not Photos, Email, etc), you can place all of your folders and documents into one folder. Then you right-click on that folder and choose ‘Download’. Again, the warnings in the above method hold true (ie. it’s a long process and you won’t be downloading anything that’s been ‘Shared With You’).

    If you have any problems or questions in making this migration happen, please feel free to contact Tech Support to get some assistance.

• YouTube videos
  • It is fine to just leave your YouTube videos in your account. They will not be deleted, and any links to them will remain. YouTube videos cannot be easily transferred from one account to another. The person who created the video must download it from YouTube and give the downloaded file to another person. This video can then be uploaded again to YouTube under the new account. Note that the URL will change and the old link will not work.
• if you have an iPad/iPhone

• Ensure you have signed out from iCloud account before you hand back your iPad

Your Last Day

• Please logout of certain accounts and remove screenlocks/passcodes using our guide for What to do before returning or giving away any Apple device guide. *Make sure you have logged out of iCloud on your iPad or your device will be locked.
• Return NIST devices (laptop, iPad, dongle, charger, and any other borrowed items) to the IT Office (or let us know when we can collect for you) during the morning of your last day. You will need to show IT that you have signed out of iCloud account on iOS devices.
• By policy, support staff accounts (wifi, email, Veracross, etc.) will be disabled at the end of the last working day. Teacher email accounts will remain active until October 31 of that same calendar year.
• If you want to forward any new messages, follow these instructions from Google about how to auto-forward your messages to another email account. Please note that the forward will only work until your account is disabled.
• Please archive your Google Classroom classes from the current school year so that students will not have them cluttering their view.
• If you are leaving during the year and you created/own any Google Classrooms, please transfer ownership to the next teacher.
• If you purchased the laptop, come to IT, so we can help with these steps to remove all NIST management from the device.
• Macbook
  • Remove the machine from MDM
  • Remove the machine from ASM
  • Remove WiFi MAC address from ClearPass
  • Uninstall Sophos Endpoint Protection
  • Inform user to switch Google Chrome Profile from School to Personal
  • Disable FileVault (User can turn OFF only after IT is removed from MDM)

After You Leave School

• Google Drive: Your Google Drive will be disabled on June 30. Please NEVER delete/remove any files/folders before this date. You will be removed from all groups at the end of the working day on June 30. So, you might lose access to edit some shared folders on that date.

• Google Classroom data is not exported with Google Takeout. You will still be able to access these classrooms to find old posts/links until October 30. You should copy posts/resources to your new school before that date. If you are leaving during the year and you created/own any Google Classrooms, please transfer ownership to the next teacher.
• Gmail: You can check Gmail by logging in to it, or you can set it to forward incoming emails. If you want to set your email to auto-forward to another address, you can make that change in the Forwarding section of your Gmail settings. You can also set the Out of Office auto-reply to let people know that you are no longer at NIST. This auto-reply will be active until the date we disable your account. After that point, a standard auto-reply message will be issued which states that the person at that email no longer works at NIST. In order to make copies of your NIST emails, here are some options.
  • Forward Go through each email you have saved and forward it to your own personal account. This is a good option if you only have a few vital emails you want to save. The process is tedious. Your new account does not need to be a Gmail account.
  • Google Takeout (Guide) You can use Google Takeout to download and backup your NIST Google Emails in an MBox file format. This file can then be loaded into the Mail app on a Mac or into Thunderbird Email client for future viewing.  
  • Here is a video specifically about exporting your GMail.
• Mangebac: MYP and DP Managebac access will expire when your Managebac record is disabled by IT. Your data will live on. 
• MyConcern: Your MyConcern account will be disabled after June 30.
• Seesaw: Your Seesaw access will expire when you reach the date of the end of your contract. Your data created by you and your student lives on.
• Turnitin: Turnitin access will expire when your record is disabled automatically on the last day of contract or June 30, whichever is first. 
• Veracross: Your Veracross access will expire when you reach the date of the end of your contract or June 30 whichever is first. 
• Zoom: Your Zoom account will be disabled after June 30.
• Other online subscriptions. Most other online subscriptions will end at the end of your contract. In the event that they remain active, please let helpdesk@nist.ac.th know.