As the summer holidays grow closer here is a follow up to our earlier post on end of year preparations. Please review this important information to ensure you take any appropriate actions.
All staff
- Leaving MS Teams and Google Classrooms you don’t want to be a member of – Leave the team, don’t Delete it. Click here for instructions on Teams and here for Google Classroom. If you delete a team, you are not just deleting it from your view/Teams, you are deleting it for everyone. Deleted Teams have to be restored by RM Unify which they can only do if they have the exact team name along with other details such as deleted time/date and Glow usernames of the team owners.
- Learners can be removed from the Team or Classroom if you wish to use them again for the new academic year; however you may prefer to create a new Team or Classroom. For details on how to copy existing Teams click here and here for Google Classrooms. Please not that there are differences between Teams and google Classroom in what is copied to the new space.
- Archive MS Teams and Google Classrooms that are no longer needed. Only delete when you are sure you will never use it again. Click here for instructions for Teams and here for Google Classroom.
- If you intend to use your existing Teams or Google Classrooms again in the new year you may wish to mute all learners to ensure there are no unmonitored posts or comments added to the team during the summer holidays. Click here for guidance on muting in Teams and here for Google Classroom.
- Cleanse data from any other systems where learner data has been stored as per the retention policy or guidance provided when a new product is signed off for use. Personal data should either be deleted or anonymised as appropriate for the system in question.
Staff moving to another school, role or local authority
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- If you are the sole owner or administrator of any of the below, you should transfer ownership to another Glow staff user(s) before you leave your post. It is always best practice to have more than 1 owner/administrator.
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- MS Teams and Google Classrooms
- Glow Blogs
- Google Sites
- SharePoint sites
- Stream video channels
- MS or Google Forms and Surveys
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- If you are the sole owner or administrator of any of the below, you should transfer ownership to another Glow staff user(s) before you leave your post. It is always best practice to have more than 1 owner/administrator.
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- Staying within the Local Authority – Your Glow account will move to your new school however it will be inactive from the end date in your old school until the start date in your new school. If you will need access over the summer, you should request a grace period via missupport@moray.gov.uk.
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- Moving to another Local Authority – staff Glow accounts cannot be transferred to another LA. You will get a new Glow account in your new LA. Your existing Glow account will be inactive from the end date in your old school. If you will need access over the summer, you should request a grace period via missupport@moray.gov.uk. Also, refer to Glow Connect website and scroll to section “Content that is associated with your account and will be deleted” to ensure you back up everything you require to keep before your account is deleted.
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- Teaching and Non-Teaching SEEMiS generated Glow accounts cannot be transferred to a non-school based establishment in Glow. If you are taking up a role in Moray outside of a school e.g. in a supporting Education Team based in HQ, Beechbrae, etc. a new Glow account will be required. School based Glow accounts are generated via your record in SEEMiS and when a leaving date is added your Glow account will be closed. As per the advice above back-up anything you do not wish to lose and transfer ownership of Teams, Blogs, Google Sites etc. New Glow accounts for non-school based staff should be requested from MIS Support.
Learners
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- P7 learners going to S1 – learners Glow accounts will become inactive from their end date in SEEMiS in primary school (last day of school) until their start date in SEEMiS in their secondary school. If they will need access to Glow over the summer you should request a grace period for them via missupport@moray.gov.uk.
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- Any learner moving to another school within or outwith the Local Authority – learners Glow accounts will be transferred with them. However learners Glow accounts will become inactive from their end date in SEEMiS in their current school until their start date in SEEMiS in their new school. If they will need access to Glow over the summer you should request a grace period for them via missupport@moray.gov.uk.
We have put together an end of year checklist to help guide you through the tasks detailed above – click here.
If you have any questions on the above please contact learntech@moray.gov.uk or attend the CPD session we have scheduled on 15th June at 4:30pm (places can be booked on CPD Manager).
Previously issued guidance – here.
