End-of-Year Technology Reminders

WHPS Tech Tip

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Regardless of room changes next year, all computers, projectors, printers and other technology should not be moved. Any technology moves deemed necessary will be completed over the summer by the IT Department & Plant Services in coordination with building administrators.

Are you a staff member leaving WHPS?

If you are a staff member who is leaving the district but still want your Google Drive/Docs & Resources? Use Google Takeout. On June 30, your Google Apps account will be deleted and you will no longer be able to access it. This includes email as well as any information in your Google Drive. Please be sure that you transfer ownership of any Google Docs to another staff member if they will need to access them after you leave. Transferring files to Google Team Drive. is recommended for sharing resources with your colleagues. We would also suggest you have an out-of-office message set at least a week ahead of time to notify users you will be leaving. Once your account is suspended no email will be received and no out of office message will be sent.

Here are all of the specifics for staff about Google Takeout and how to create an archive of your data.

Network Drives Maintenance for all Staff:

As always, make sure that all your important files are stored on your Google Drive or network drive (H-drive, Y-drive). Elementary K-2 and 3-5 folders will be deleted at the end of the year. Common Folder/Shared drives must have files inside of folders with meaningful names (i.e. folders named “Tom” will be deleted). If you have any important files on the computer desktop, within “My Documents” or any other location on your local PC, then they need to be uploaded to your Google Drive or copied to your network drive(s). Any files stored on your local computer may be deleted during summer maintenance!


Make sure you update your website/blog for your new students and families. Email webmaster@whps.org if any changes are necessary to keep your info up-to-date on the WHPS District and/or school pages.

Other Notes for all Staff:

  • Google Team Drives - Share your files with your team so no one loses access when there are staffing changes or when a person's account is disabled at the time of leaving WHPS. Here is a resource with additional information about using Google Team Drives.

  • Be sure to delete old and obsolete files from your network drives that you no longer need/use. Photo files over a year old will be deleted. Software applications and personal-use music files are prohibited from being stored on the servers.

  • Elementary Schools - If your school had a paid subscription to SeeSaw but will not be renewing it next year, all documents will be lost at the end of the school year unless individuals follow these instructions to download a .zip archive of the Seesaw journal, including images, videos, audio recordings, and text notes or captions.

  • Teachers changing schools should notify the Helpdesk so shared drives will be connected to the correct school(s).

  • Google Classroom - Here is information on archiving a class.

  • Do you have any equipment signed out from the school library or any other Department? If so, be sure to return any equipment that you do not have permission to keep checked out all summer.

  • If your classroom is assigned a set of devices, be sure to secure them for the summer and let your school tech know their whereabouts in case of maintenance/updates.

Enjoy your summer!