Preparing to Leave the District
Before Getting Started
For staff members leaving ASD, it is important to manage your digital exit as smoothly as possible, so as to leave your colleagues and successors with an easy transition. Please review each section carefully.
Your ASD account will be deactivated seven days after your contract ends, so ensure that these directions are followed in a timely manner.
If you have any questions or need additional support, your BTC, TSS, Tech Coach, or Helpdesk are all available to help.
Teacher Checklist
Google Classrooms
Files for Yourself
Files for Others
Emails and Contacts
Equipment
Everyone Checklist
Files for Yourself
Files for Others
Emails and Contacts
Equipment
Files You Want to Keep for Yourself
Before Getting Started
It is recommended that you clean up your Drive before starting. This will ensure that you aren't downloading anything that isn't actually needed any more.
Any items that you move into a Shared Drive will be accessible after your departure. Simply sharing an item with a person will not provide access. You will need to also manually change the ownership to the person who will need the item. Please read the Files You Want Others to Have section for steps on how to prepare for this.
If you would like a printable version of the following directions for transferring your Google Drive files that you are keeping for yourself, please click here.
Option 1: Download to an external location
Go to https://takeout.google.com/settings/takeout to begin.
By default, all Google applications are selected. Click "Deselect all" and then scroll down to select Drive.
3. Review each of the categories listed with Drive to determine how and what you would like to pull from your Drive. This includes things like what type of file formats and which folders you would like to include. When ready, click "Create export" to begin the download process.
Option 2: Transfer to another Google account
Important Note: You will need to make sure that the Google account you are transferring to has enough storage space. The free amount of storage that is provided with a Google account likely will not be big enough for all your files.
Go to https://takeout.google.com/transfer?hl=en to begin.
2. Follow the on screen instructions to initiate the transfer.
Files You Want Others to Have
Sharing to a Shared Drive
Files placed in a Shared Drive will remain after your account is disabled.
Click the three dots or right click on a file.
Use the Organize tab to be able to move files.
This is the preferred way when you have many files for others to be able to acccess.
Sharing within My Drive
Files shared to another person in My Drive will not automatically remain after your account is disabled.
Click the three dots or right click on a file.
Use the Share tab to be able to choose the person.
Use the drop down menu next to their name to change ownership.
Once you change ownership of a file, it will leave your Drive unless the file is shared back with you.
Your Google Classrooms
Using the People tab, add one (or more) of your colleagues as teachers in the class. To make them the owners of the class, and ensure that none of the content is lost, click the three dots next to their name and select "Make class owner."
If it is the end of the school year, it is important to also archive all your Google Classroms with students in them. To do this, click the three dots on the tile for the class and click archive.
If you utilized class schedules in Securly Classroom, it is very helpful for the next year's teacher if you toggle this off. Archiving Google Classrooms won't automatically disable this in Securly Classroom.
Email and Contacts
If you have important emails and contacts that you wish to keep beyond your employment with ASD, you can follow these directions to create a spreadsheet of your Outlook address book.
Equipment
Return any district equipment checked out to you before or on your final contract day.
This includes:
District mobile device (Chromebook, laptop, etc.)
Return to Helpdesk at JPF
Duo Authentication Token (if you were issued one)
Return to Helpdesk at JPF
Keys (physical keys and access badge)
Return to supervisor or office manager