Staff
Your network account and your FHPS Google Apps account expire when you resign or retire from Forest Hills Public Schools and are removed from the FHPS system. As you prepare to leave, follow the steps below to be sure everyone has what they need when you leave FHPS.
Accounts for employees on layoff or on long-term leave of absence are retained, but disabled, until such time the employee returns to work in the district, or resigns or retires.
For more information about policies related to your access to your FHPS accounts, click here.
District Technology Equipment
District owned laptops (power adapter, case, and any other accessories ), tablets/iPads, Chromebooks must be turned in to the Technology Office in the Administration Building unless other specific arrangements are made with the Technology Department. Do not turn equipment into any other person or location without prior approval from the Technology Department.
Desktop computers, docking stations, document cameras, and other peripheral devices are to remain in the classroom or office where they are assigned. The Technology Department will work with your principal or supervisor to determine the reassignment of this equipment if needed.
Save or Transfer FHPS Network Files
Once you leave FHPS, you will no longer be able to access your network account and log into the FHPS network. Staff accounts are disabled on your last working date of employment as reported by the Human Resources Department or your Supervisor.
Place any files stored in your home drive that you wish to pass on to another FHPS staff member (i.e. your replacement or supervisor) in a single folder named "For <name or position>" and submit a help ticket to request the files be transferred to this person.
Copy any files stored on your desktop, in your home drive, or a network shared drive that you wish to keep to a flash drive or external hard drive or upload them to a cloud solution such as DropBox, or upload the files to your Google Drive and then use the information below to transfer the files to a personal account. Note: while storage for a Google Education account is unlimited, there is a 15 GB storage limit for consumer Google accounts, spread across Gmail, Drive, and Photos.
External Accounts
If necessary, make sure any external accounts get transferred over to your replacement, or your supervisor. For your protection (and theirs), no one should ever use your login information to access any service or account.
Remove Personal Devices from District Wireless
If you onboarded a personal laptop, phone, or tablet using our BYOD wireless, you will want to remove the FHPS profile from your device once you leave. To do this, follow the instructions for your device type at wireless.fhps.net. Instructions for removal can be found at the bottom right of the page.
Google Workspace
Your FHPS Google Workspace account will also be disabled on your last day of work. Be sure to notify your contacts of any change of email address if appropriate. See the information below to assist you in making sure remaining FHPS staff will be able to continue to use items that you have created and shared, and you will be able to take with you items you wish to keep. We recommend setting up a personal Google account if you do not already have one for this purpose.
Transfer Google Mail or Drive
To copy your email and Drive documents to a personal account, the easiest method is using Google's transfer process for education accounts using https://takeout.google.com/transfer to transfer to a personal Google account. Details on the process can be found here. NOTE: While education Google accounts have are allotted unlimited storage, personal accounts have a storage limit of 15 GB shared between Gmail, Google Drive, and Google Photos.
Please remember that district data belongs to the district and you should never transfer any student or staff information to a personal account.
Google Takeout
To transfer email or Drive, the best option is to use the transfer process indicated above. If you have other Google content you would like to take with you, Google also provides a tool called Google Takeout that will allow you to export much of your information from your FHPS Google Workspace account all at one time. For more information see the Google Takeout FAQ or this YouTube video.
Some tips for using Google Takeout:
Takeout is only available for graduating seniors or staff.
Google Takeout can not be used to transfer Classic Google Sites. For more information, see the Sites section above.
Blogger supports multiple administrators so be sure to make your personal account an Admin for any blog you want to keep.
Select only the services/files you want to save in order to keep the size of the archive small.
Mail archives are exported as .mbox files and cannot be imported directly into another Gmail account. For more options to transfer mail, see the Gmail section above.
Google Takeout will only archive files you own. Make a copy in your FHPS Google Drive of files that are owned by someone else. See how to copy a file in your Drive here.
Download your archive file from Google Takeout to your personal computer or onto a flash drive or other removable drive.
Google Workspace FAQs
What should I do if I have created and shared FILES with other users who will need these files after I leave FHPS?
If you have shared files with others who will still need to access the file after your account is deleted, it is extremely important that you reassign ownership of those files before your account is deleted or the file(s) will be deleted as well. See how to transfer ownership of files in your Drive here. Here's how to edit rights to multiple documents at once. Note: transferring ownership of a folder does NOT reassign ownership of the files within that folder! (see Make someone else the owner of a folder). You must transfer ownership of the files within the folder as well. You can select multiple files and change the ownership all at once for all of the documents. Use Ctrl-A to select all files in a folder. Hold down the Ctrl key and click on a file to unselect the files that you do not own.
If you also want to take those files with you, make a copy of the file(s) for yourself.
I have created Google Calendars or events others will need to continue using after I leave FHPS, how can I transfer these to another staff member?
If you have created a calendar that should stay with a building, department, or program after you leave, we recommend that you request a Resource calendar for this purpose. A resource calendar belongs to the system rather than a person, so the need for transferring it every time personnel changes is eliminated. Your calendar can then be imported into this new Resource calendar. To request a Resource calendar, submit a Help Desk ticket.
If the calendar is for a short-term use or for just a couple of individuals or you need to transfer events, they can be transferred to a new owner; here's how.
How can I transfer my Gmail to my personal email account?
If you only want to transfer a few messages, the easiest option is to forward them to your personal account.
If you have many emails you would like to transfer, use one of the following methods
Transfer your email using Google's transfer process for education accounts using https://takeout.google.com/transfer to transfer to a personal gmail account. Details on the process can be found here.
How can I transfer my Google Contacts to my personal email account?
Google Takeout (for more information, see above) will allow you to export your Contacts as part of your account.
Export your Contacts into a csv or Excel spreadsheet. Here's how to export your Contacts.
How can I transfer my Google Calendars to my personal account?
On your computer, open Google Calendar. You can't export events from the Google Calendar app.
On the left side of the page, find the "My calendars" section.
To the right of the calendar you want to export, click the Down arrow Down Arrow and then Calendar settings.
Click Export this calendar.
An ICS file of your events will start downloading.
To import, follow the instructions here.
How do I transfer the files from Google Drive (docs, sheets, presentations, pdfs, videos, etc) that I want to keep?
Make your own copy in your FHPS Google Drive of files that are owned by someone else and shared with you. See how to copy a file in your Drive here. See more detailed instructions here.
Transfer your Drive files using Google's transfer process for education accounts using https://takeout.google.com/transfer to transfer to a personal Google account.
If you don't have a personal Google account:
Download entire folders from your Drive--right-click on the folder and select "Download." You can place many folders/files into one main folder for download. These can then be imported into your personal account.
Use Google Takeout (for more information, see above); this will allow you to export any of your files from your Google Drive all at one time.
