Friday, May 29, 2015

HippoBytes HB132: Transitioning out of AISB

If you're moving on from AISB, you may want to take data from five services with you:

  1. E-mail
  2. Google Drive
  3. ownCloud
  4. Focus Online Course (Moodle)
  5. Elementary blog
Outgoing teachers will lose access to their Google Apps, Focus, and HippoID accounts on June 5. You can set up forwarding to preserve your school e-mail address, which will work until September 1. The following actions should be take to preserve your data before June 5, and in the case of copying your old school e-mail, should be done immediately.

Transitioning School E-mail

On the last day of school, you should set up a vacation message to inform people that you have left and a filter to forward any messages you receive to a new address. This message and forwarding will work until September 1 of the next school year, even though you will lose access to your account on June 5. Refer to these step-by-step instructions to set up a vacation message informing people you’ve left AISB, and these step-by-step instructions to forward all new emails to another account.

Then, you should copy all of your mail from your school account to your personal account (this step is optional if you don’t want to save anything). Follow these instructions to copy mail from your school account to a personal Gmail account, but when you get to this screen:

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You should check the Archive incoming messages (Skip in the Inbox), and Label incoming messages in addition to the options shown on screen.

Note that it may take several days for your personal account to finish downloading mail from your school account - start this process asap!

Saving Google Drive files

(You could try putting all your files into one folder
and then downloading that folder
in one shot, but it might be too big
for you to download - that’s why we recommend
downloading each folder separately.)
You will lose access to your Google Drive account on June 5, so you should save your Google Drive files before then.

To save your Google Drive files, you should right-click on each folder you have in Google Drive and select Download. 


Then, you should put all loose files in Google Drive into a single folder, then right-click on that folder and select Download.

You’ll now have several .zip files in your Downloads folder containing all of your Google Drive files, converted to Microsoft Office format. You should store these on your personal computer.

Your Google Drive files will be assigned to your successor; they will be able to access anything you’ve done in Google Drive.

Saving your ownCloud files

You will lose access to ownCloud on June 5. Copy your ownCloud files to a flash drive, hard drive, or personal Google Drive account.

Your own ownCloud files will be deleted over the summer; all course materials should be in the Curriculum folder on ownCloud.

Saving your Focus online courses

You’ll lose access to Focus on June 5. Focus has a built-in backup function that will save your online course as a single .mbz file. This file can be imported into the Moodle instance of your next school. If your next school doesn’t use Moodle, it may be useful to take screenshots of your courses in a web browser so you can remember the resources and links that you posted.


After that, you’ll be asked to select which activities and assignments you want to include in the backup. By default, everything is selected, so unless you want to deselect individual items you should just click on Next to continue (the Next button will be at the bottom of the page).


To backup a Focus online course, go to Grades > Online Course
Choose Backup from the Settings box on the left side of your course.
The next screen will ask you what parts of your course you want to back up. Keep the default options and click Next.

After that, you’ll be asked to select which activities and assignments you want to include in the backup. By default, everything is selected, so unless you want to deselect individual items you should just click on Next to continue (the Next button will be at the bottom of the page).
At the next screen you’ll be able to choose a name for your backup. By default, Focus puts in an unwieldy name, so make it more user-friendly. Then, click Perform backup.
Focus will confirm that it has successfully created a backup. Click Continue.
On the next screen, you’ll see a list of your online course backups. Click on Download to download it to your computer.

Backing Up your Elementary Blog

You can download an archive of your blog posts by following these instructions; you can upload this archive to another blogging service to see your posts. Note that this will not back up images you've uploaded to your blog. After you leave, your blog will be assigned to your successor.

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