The end of the year can be a very busy time but in most classrooms. Students take home at least some of their paperwork for posterity but what does this look like for their digital work?
Having clear systems and procedures gives everybody confidence about what is going to happen to their digital data and accounts and what they need to do to avoid losing anything that they might need in future.
Staff and students data is treated differently in terms of copyright and ownership.
New Zealand teachers don’t, as employees, hold first ownership of copyright to resources they create in the course of their employment. The 1994 Copyright Act grants first ownership to employers, which in the case of New Zealand schools is the Board of Trustees (BoT).
Legally, teachers cannot take documents they have created as part of their employment with the school with them. However, we work in an environment of sharing and collaboration and so your school could consider adopting a Creative Commons Policy which will give teachers advance permission to take their resources with them and share them online.
In terms of documents saved in Google’s G Suite or Microsoft’s Office 365 accounts the school should maintain access to them and should not delete them. This could be done by transferring ownership of the data to a generic account created for this purpose such as firstname.lastname@example.org.
Students own their own data so can take it away when they move on. As a school, develop a common understanding about the value of students owning their learning and the online identity that they might have built up through their blogs, eportfolios and other activities that make up their digital footprint.
When an account for a service like G Suite, Office 365, Seesaw is deleted, any files, folders, emails, and calendars that a student or staff member has created are also deleted so it is important to consider:
Rather than deleting accounts, they could be suspended which means that the shared content is still accessible to others but the user themselves can not log-on to retrieve it and things like email and calendar invitations no longer work.
Alternatively, when a person leaves the school, ownership of their files could be transferred to another account such as a generic account or to a particular individual.
Another idea is to rename the user who is leaving to “deleted_(name of ex-account)”, change the password and disable email for that the account. This allows the original account name to be reused for a new staff member or student.
There are two key ways to migrate data when people leave the school.
Schools should be prepared to hold data and keep it available until the students or staff that are leaving have a new account to transfer it to. Where possible, your school and the new school should work together to ensure that accounts overlap for a reasonable period of time.
Other online services will typically provide an option to download or export data.
Seesaw only allows data to be transferred if you subscribe to Seesaw for Schools as outlined in their article, Can Seesaw journals follow students from year to year?
In general, it makes sense to transfer ownership of the blog to the new Google account.
You should also consider how blogs are initially created and managed within your school domain as this will impact transferring data when students or staff leave. Pt England School’s Effective Blogging site provides many recommendations.
Download your YouTube clips using Video Manager or Takeout.
Use the copy and transfer method.
Use Takeout to download your bookmarks then import them into your new account.
Use Takeout to keep a record of your calendar entries but use fresh, new calendars in your new account. Make a note of any shared calendars that you subscribe to and re-subscribe to them in your new account.
Use Takeout to export contacts as a CSV then import them into your new account.
Use one of the methods to transfer the ownership of your sites to your new account. Unless you want the site to remain under the control of your existing school, it is usually best to transfer ownership and make a copy of it.
Use the copy and transfer method.
Managing student and teacher data – Information from the Ministry's website on using Student Record Transfer (SRT) and sharing data from your Student Management Systems (SMS).
Te Rito (Student Information Sharing) – Te Rito involves the development of a national repository of learner data that enables the safe and secure transfer of information between schools and the sector.
How do students travel with their data? – A discussion in the Enabling e-Learning online community.